CMA Administrative Assistant

cmacareers; Town of Florida (NY); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Health insurance

Life insurance

Vision insurance

Paid time off

Job summary

cmacareers in New York seeks an administrative assistant to provide full administrative and general support to a team of Association Managers and senior management.

You will manage files, assist walk-in clients, respond to inquiries, and help track charges to properties while delivering excellent customer service and coordinating document handling.

Qualifications

• Excellent verbal communication and customer service skills.
• Strong organizational skills and ability to multitask.
• Detail-oriented, dependable, and able to work independently.
• Proficiency with Microsoft Office and Outlook.
• Experience with Vantaca or accounting software preferred.

Responsibilities

• Maintain electronic files and an efficient information retrieval system.
• Perform clerical duties including copying, faxing, scanning, and mailing large volumes of documents.
• Greet and assist walk-in clients.
• Respond to owner inquiries.
• Assist Managers to track and record charges to properties.
• Assist Managers with researching account information.
• Provide excellent customer service to clients and staff.
• Coordinate courier for outside print jobs and documents/packages.
• Maintain keys, fobs, access cards, and parking decals.
• Assist with special projects as needed.

Skills

Verbal communication

Customer service

Organizational skills

Attention to detail

Self-starter

Multi-tasking

Professional appearance

Team player

Office environment

Education

Bachelor’s degree preferred

Equivalent experience/ coursework accepted

Tools

Microsoft Office

Outlook

Vantaca or accounting software (preferred)

Job description

Position Purpose:

Performs full administrative and general support duties to assist a team of Association Managers and other members of the senior management team.

Major Tasks, Responsibilities, and Key Accountabilities

• Maintains electronic files and an efficient information retrieval system.
• Performs clerical duties which include copying, faxing, scanning, and preparing large volumes of documents for mailing.
• Greets and assists walk-in clients
• Respond to owner inquiries
• Assists Association Managers to track and record charges to specific properties.
• Assists Association Managers with researching account information.
• Provides excellent customer service to clients and other employees.
• Coordinates courier for outside print jobs and any other work-related documents/packages.
• Maintains key fobs, access cards, keys and parking decals.
• Assists with any special projects as assigned.

Nature and Scope

• Must possess excellent verbal communication skills - will be communicating with all levels of personnel, so clear and concise communication is a must.
• Excellent customer service and organizational skills are required.
• Must be accurate, detail-oriented, and dependable.
• Must be a self-starter and be able to work independently without supervision.
• Must have strong multi-tasking skills and meet deadlines.
• Must have a positive and professional appearance, attitude, and demeanor.
• Must consistently contribute as a team player.
• Must operate in a professional office environment.

Job Type:

Full-time

Dress Attire:

Business Casual per CMA Dress Code

Pay Rate:

$18.00 - $20.00 per hour depending on experience

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Vision insurance
• Paid time off

Schedule:

Monday to Friday, 8:30 a.m. to 5 p.m.; Occasional Weekends and holidays may be required.

Environmental Job Requirements

• This role routinely uses standard office equipment such as computers, phones, and copiers.
• Physical demands involve processing, lifting & moving incoming & outgoing boxes (25 to 30 pounds).
• Lengthy periods of sitting, standing, bending, and stooping are required.

Education Required

• Proficiency in using Microsoft Office applications and Outlook email.
• Experience using Vantaca or other Accounting Software (Preferred).
• Bachelor’s Degree preferred, but equivalent experience/coursework may be accepted.