Administrative Assistant

Associa; San Diego (CA); On-site; USD 28,929 - 34,440; Part time

Job summary

Associa in Rancho Santa Fe, CA is seeking a part-time HOA office assistant to support resident services and office operations. You will receive homeowner calls and emails, assist visitors, coordinate gate access, schedule rentals, work with vendors, and prepare notices and mailings.

Proficiency in Microsoft Office, strong written and verbal communication, and a high school diploma are required; HOA or hospitality experience is a plus.

Qualifications

• Knowledge of Microsoft Office products (Word, Excel, Outlook) at a proficient level.
• Proficiency in typical business correspondence (grammar, structure, punctuation, spelling).
• Professional communication skills (phone, interpersonal, written, verbal).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and prioritization skills.

Responsibilities

• Receive and reply to homeowner calls, emails, correspondence and client requests in a timely manner.
• Greet and assist homeowners, vendors & guests in HOA office.
• Assist homeowners with gate access website, vehicle entry access and amenity access devices.
• Schedule amenity rentals.
• Schedule vendors and dispatch work to appropriate vendors.
• Process vendor invoices and credit card expense receipts.
• Act as a liaison between on-site staff and vendors as needed.
• Prepare and post necessary advisories to residents.
• Answer general or account questions.
• Process ARC applications, fees and deposits. Process ARC Deposit reimbursements.
• Prepare mailings as needed.
• Prepare and process homeowner email blasts.
• Purchases office and maintenance supplies as directed by management.
• Assemble Board packets.
• Create SOPs, reports and office manuals.
• Attend walkthroughs as requested.
• Assist Management with ARC distribution process.
• Review DAR (Daily Activity Report) daily and schedule respective corrective services.
• Return communications by phone or email as requested by Manager.
• Update Tek Control and C3 platform as necessary.
• Complete special projects assigned by Assistant or General Manager as needed.
• Assist management with housekeeping/maintenance supervision.
• Complete orientation with new homeowners.
• Assist committee members as necessary. Prepare committee orientation binders.
• Assist with new employee orientation and training.
• Update and monitor Manager’s appointment calendar daily.
• Communicate important updates and general information to Security daily.Assist management with correspondence preparation.

Skills

Professional communication

Time management

Attention to detail

Team player

Education

High school diploma

College coursework in business or hospitality preferred

Tools

Microsoft Office

Job description

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

• Receive and reply to homeowner calls, emails, correspondence and client requests in a timely manner.
• Greet and assist homeowners, vendors & guests in HOA office.
• Assist homeowners with gate access website, vehicle entry access and amenity access devices.
• Schedule amenity rentals.
• Schedule vendors and dispatch work to appropriate vendors.
• Process vendor invoices and credit card expense receipts.
• Act as a liaison between on-site staff and vendors as needed.
• Prepare and post necessary advisories to residents.
• Answer general or account questions.
• Process ARC applications, fees and deposits. Process ARC Deposit reimbursements.
• Prepare mailings as needed.
• Prepare and process homeowner email blasts.
• Purchases office and maintenance supplies as directed by management.
• Assemble Board packets.
• Create SOPs, reports and office manuals.
• Attend walkthroughs as requested.
• Assist Management with ARC distribution process.
• Review DAR (Daily Activity Report) daily and schedule respective corrective services.
• Return communications by phone or email as requested by Manager.
• Update Tek Control and C3 platform as necessary.
• Complete special projects assigned by Assistant or General Manager as needed.
• Assist management with housekeeping/maintenance supervision.
• Complete orientation with new homeowners.
• Assist committee members as necessary. Prepare committee orientation binders.
• Assist with new employee orientation and training.
• Update and monitor Manager’s appointment calendar daily.
• Communicate important updates and general information to Security daily.Assist management with correspondence preparation.

Compensation

$21–$25 per hour (direct experience highly considered)

Employment Type

Part-Time

Work Location

17623 Via Ambiente Rancho Santa Fe, CA 92067

Requirements

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Knowledge of company policies, procedures and forms.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.

Education And Experience

• High school diploma or equivalent required. College level courses in business or hospitality preferred.
• HOA or industry related experience extremely helpful.
• Is committed to continual learning as evidenced by attendance at seminars or industry programs.
• Be well spoken to instill confidence in the residents as well as the public.
• Displays a community posture that well represents the vision of association.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.