Administrative Asst

Associa; Hilton Head Island (SC); On-site; USD 32,000 - 42,000; Full time

Job summary

Associa in Hilton Head Island, South Carolina is seeking an Administrative Assistant to support Community Association Managers with daily property operations. The role involves handling correspondence, phone and email inquiries, and maintaining client databases with accuracy and discretion.

Ideal candidates have a high school diploma, 1–3 years of clerical experience, and strong Excel/Word skills. You will multitask in a fast-paced environment and maintain professional relationships with

Qualifications

• Requires a high school diploma or GED; college degree preferred.
• 1–3 years of clerical or administrative support experience.
• Proficient in Excel and Word; familiarity with company software.
• Ability to communicate effectively, both verbally and in writing.
• Strong organizational skills and attention to detail.

Responsibilities

• Organizes and prepares incoming and outgoing correspondence.
• Receives and responds to calls and emails from clients and vendors.
• Maintains client and vendor databases with accuracy.
• Processes invoices and supports accounts payable.
• Uses Excel and Word to track projects.
• Supports day-to-day HOA and property management tasks.

Skills

Customer service

Excel

Word

Multitasking

Education

High school diploma or GED

Bachelor's or Associate degree preferred

Tools

Accounts payable software

Database software

Job description

Hilton Head Island, South Carolina, United States

State

South Carolina

Country

United States

Job Description

The Administrative Assistant handles tasks outlined herein in order to assist Community Association Managers (CAM) with daily property operations. Administrative Assistants are to establish and maintain a professional, service oriented relationship with the Association Managers, other assistants and employees, clients, homeowners, vendors, and service providers. This position involves daily contact with homeowners and board members and requires an individual that is well-spoken, customer service-oriented, and can multi-task at a quick pace.

JOB DUTIES

• Organizes and prepares incoming and outgoing correspondence.


• Receives and responds to incoming phone calls and emails from clients and vendors.


• Interprets client account ledgers, replies to client account balance inquiries, researches discrepancies.


• Prepares and tracks time sensitive forms for clients and vendors


• Updates client database - contact information [address, phone, email] -- enter notes into client accounts


• Maintains vendor database - add/update vendor information, obtain w9 and proof of insurance


• Prepares documentation for accounts payable vouchers and submits invoices for payment


• Processes print jobs, scanning and faxing as needed


• Uses Excel, software and computer systems to track projects


• Other duties as assigned.

Qualifications

• Requires a high school diploma or GED; Bachelors or Associates degree preferred.


• 1 - 3 years of directly related clerical or administrative support experience required; HOA, property management or condominium management related experience is a plus.


• Must be able to use Excel and Word. Must be able to adapt to management software and computer programs being utilized by company.


• Ability to interpret and follow verbal and written instructions.


• Ability to communicate effectively, both verbally and in writing and exercise diplomacy.


• Knowledge of business correspondence including rules of grammar, sentence structure, punctuation, and spelling.


• Problem solving, Accuracy, Efficiency and Very organized.


• Interpersonal skills necessary to effectively interface with all levels of personnel and work in a team environment.


• Demonstrated ability to maintain confidentiality of records and to use discretion in the performance of daily activities.


• Must be able to perform diversified but semi-repetitive operations following standardized methods and procedures under changing conditions.