Association Administrative Specialist

Associa; Indio (CA); On-site; USD 25,000 - 30,000; Full time

Job summary

Associa is seeking an Administrative Assistant to support day-to-day office activities and customer service for homeowners and board members. Under moderate supervision, you will handle correspondence, invoices, mail, and board packet preparation.

You will use Microsoft Office daily, maintain files, and assist with supply stocking and routine office duties to ensure smooth operation across the association.

Qualifications

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.) at a proficient level.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Interpretation and completion of verbal and/or written instructions at a proficient level.
• Knowledge of general office equipment (copier, fax, phone systems, etc.).
• Knowledge of company policies, procedures, and forms.
• Confidentiality and discretion in the performance of all duties and responsibilities.
• Time management and time-critical prioritization skills.

Responsibilities

• Organizes and prepares correspondence relating to association business.
• Receives and responds to incoming calls from homeowners, Board members and vendors.
• Follow through on various requests.
• Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.
• Processes and distributes incoming and outgoing mail for the office and Associations.
• Prepares and assists community managers with monthly board packages and in house mailings.
• Updates homeowner and association information in C3 and shared files.
• Relieves concierge/telephone operators on an as needed basis.
• Keeps work spaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.
• Processes print jobs, scanning and faxing as general office support when needed.
• Files association documents for Community Managers. Arranges for delivery and pick up of documents from storage when necessary.

Skills

Microsoft Office

Professional communication

Business correspondence

Instructions interpretation

General office etiquette

Time management

Confidentiality

Education

High School Diploma or GED

Tools

Copier

Fax machine

Phone systems

Job description

Associa is seeking an Administrative Assistant to support day-to-day office activities and customer service for homeowners and board members. Under moderate supervision, you will handle correspondence, invoices, mail, and board packet preparation.

You will use Microsoft Office daily, maintain files, and assist with supply stocking and routine office duties to ensure smooth operation across the association.