Associate Manager (WA)

Seabreeze Management Company; Washington (District of Columbia); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical, dental, vision

Paid holidays, sick leave, vacation

401(k) plan with match

EAP and discounts

Job summary

Best is seeking an Office/Administrative Assistant to support the property management team in Washington, DC. You will be the first point of contact for homeowners and vendors, manage records in CINC, and assist with board meetings.

Ideal candidates have 3+ years admin experience, familiarity with property management software like AppFolio and CINC, and strong communication skills. Office hours are 8:30 am–5:00 pm in a typical office setting.

Qualifications

• High School Diploma or equivalent required; college degree preferred.
• Minimum three years of administrative experience; industry experience preferred.
• Familiarity with property management software such as AppFolio and CINC.

Responsibilities

• Greets scheduled and walk-in visitors and directs them to the appropriate area or person in a positive, respectful, and professional manner.
• Answers and screens the office telephone and directs calls accordingly.
• Takes detailed messages, arranges conference calls and/or meetings; prioritizes emergency repair request calls.
• Reads and routes incoming mail; locates and attaches appropriate file for Community Manager.
• Supports the Community Manager with handling homeowner requests by various channels.
• Maintains association records, documents, and homeowner correspondence; drafts communications.
• Keeps all records in order and maintains community forms and documents.
• Copies correspondence, prepares outgoing mail and emails/faxes.
• Creates new forms/templates in CINC and updates procedure manuals.
• Prepares violation letters and reports findings to the Community Manager.
• May attend board meetings and assist in recording minutes.
• Assists with annual member meeting notices, proxies, and agendas.
• Helps coordinate meeting packets and distributes to Board Members seven days prior.
• Assists buyers and real estate professionals with required documents.

Skills

Excellent communication

Customer service

Organization & time management

Multitasking

Attention to detail

Education

High School Diploma or equivalent

College degree preferred

Tools

CINC

AppFolio

Strongroom

Microsoft Word

Excel

Outlook

PowerPoint

Job description

Job Description

At Best, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Summary: If you like to work in a fast moving work environment where the team counts on you, this is the role for you.

This position supports all administrative functions of the property management team and ensures that homeowner association setup/information in CINC is well maintained. You create the first impression when homeowners and vendors come to the office for assistance and meetings. To hit the ground running in this position, it helps to have some knowledge of the industry but we can teach that part. This job is for you if you like supporting a team, can anticipate what's needed before being asked, well organized, can flow through multiple tasks and changing priorities based on client and the Community Manager's need.

Essential Duties and Responsibilities

• Greets scheduled and walk-in visitors and directs them to the appropriate area or person in a positive, respectful, and professional manner at all times.
• Courteously answers and screens the office telephone and directs calls accordingly.
• Takes detailed messages, arranges conference calls and/or meetings. Prioritizes emergency repair request calls by immediately informing the Community Manager.
• Reads and routes incoming mail. Locates and attaches appropriate file to be answered by the Community Manager.
• Supports the Community Manager with the handling of all homeowner requests received by telephone, in person, in writing, or via the internet.
• Under the direction of the Community Manager organizes and maintains association records, documents, and homeowner correspondence with relation to association business procedures. When requested, composes correspondence and communication for same.
• Assists with all administrative functions and keeps all records in good order and keeps community forms and documents current and updated.
• Makes copies of correspondence or other printed materials, prepares outgoing mail and correspondence, including email and faxes.
• Creates new forms/templates in CINC and maintains procedure manuals.
• Composes violation letters to residents and handles phone calls with regards to same and reports findings to the Community Manager for resolution of problems in accordance with regulations established by the Board of Directors.
• At the request of the Community Manager, may attends board meetings, and assists in administrative tasks and recording of meeting minutes.
• Additionally, assists with annual members meeting handling notices, proxies and agendas.
• May help the Community Manager with the coordination of meeting packets; prepares and mails (or delivers) to Board Members 7 days prior to scheduled meetings.
• Assist new home buyers and real estate professionals with copies of required documents to complete purchase.
• Perform other duties as assigned.

Requirements

Knowledge, Skills and Experience

• High School Diploma or equivalent; two (2) year or four (4) year college degree preferable
• Minimum three (3) years general administrative experience; previous industry experience highly desired
• Familiarity with CINC, Strongroom, AppFolio or other property management platforms highly desired
• Excellent communication skills, both oral and written
• Customer service driven
• Proficient in Microsoft Word, Excel, Outlook and PowerPoint
• Strong organizational and time management skills
• Ability to receive direction from multiple people and prioritize work to meet all deadlines
• Familiar with property management software platforms like App Folio, CINC

Benefits

• Our company benefits are just one facet of our colleague care model.
• We offer medical, dental, vision, voluntary supplemental disability, basic Life, voluntary life and AD&D insurance plans.
• We offer paid holidays, sick, and vacation.
• In addition to Flexible Spending Account (FSA) and Dependent Care Spending Accounts (DCSA), Roth IRA, 401(K) and 401(K) match, cell phone service reimbursement.
• We also provide benefits like mental and emotional wellbeing through our EAP and discount hub.
• The Company reserves the right to modify or change these benefits programs at any time, with or without notice.

Availability

Regular business hours (Monday-Friday) 8:30 am- 5:00 pm

Physical Requirements and Work Environment

• Must be able to sit for extended periods of time
• Must have dexterity or device for typing/using a keyboard
• Must be able to sit for long periods of time at a desk or in a meeting
• Must be mobile enough to move around office
• Must be able to hear or use a device in order to receive telephone calls and respond to voice mail messages
• Must be able to lift up to 25lbs

Work Environment

The work environment is a typical office building.

Equal Opportunity Employer

Best is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact Renee Lott at .