Community Admin Assistant

Terra West Management Services; Henderson (NV); On-site; USD 40,000 - 52,000; Full time

Job summary

Terra West Management Services in Henderson, NV is seeking a detail-driven administrative assistant to support homeowners associations. You will handle timely responses, process bids, typing, logging violations, and assist with board meeting prep.

Ideal candidates have at least 6 months in customer service, proficiency in Word, Excel and Outlook, and the ability to manage multiple tasks accurately in a fast-paced environment. This full-time role offers steady days and opportunities for growth.

Qualifications

• Minimum 6 months of customer service and/or office experience.
• Typing speed 60 wpm required.
• Proficient with Word, Excel and Outlook.

Responsibilities

• Receive and respond to all homeowner calls within 24 hours.
• Receive and respond to all homeowner correspondence within 3 days.
• Obtain bids with specifications by deadline supplied by the Community Manager.
• Type and proof all correspondence, newsletters, etc., as requested.
• Type and log violation letter within 7 days of receipt and levy fines within 7 days for ongoing violations.
• Process architectural requests within 2 days of receipt.
• Maintain association files and complete the action list by deadline.
• Assist Community Manager with board meeting preparation and distribution.
• Serve as backup for the front desk.

Skills

Customer service

Office software

Typing 60 wpm

Attention to detail

Tools

Word

Excel

Outlook

Job description

Description

Essential Functions:

• Receive and respond to all homeowner calls within 24 hours.
• Receive and respond to all homeowner correspondence within 3 days.
• Obtain bids with specifications by deadline supplied by the Community Manager.
• Type and proof all correspondence, newsletters, etc., as requested.
• Type and log violation letter within 7 days of receipt. Log all homeowner violation responses within 2 days of receipt. Levy fines using charge sheet on all ongoing violations within 7 days.
• Receive and log architectural requests and process within 2 days of receipt.
• Complete an Association Closeout Inventory list for turnovers.
• Reserve space for meetings. Attend meetings as requested by Community Manager.
• Assist Community Manager with all preparation and distribution of regular and annual Board of Director’s meetings.
• Pull account histories, homeowner files, etc. as requested.
• Maintain association files.
• Complete the action list provided by the Community Manager by the deadline.
• Serve as backup for the front desk.
• Additional duties may be assigned.

Core Competencies:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential duties and responsibilities of this position:

• Organizing and prioritizing
• Attention to detail and accuracy
• Maintain confidentiality and exercise good judgment
• Problem-solving skills
• Excellent communications skills, both written and verbal

Requirements

Minimum Qualifications:

• Minimum 6 months of customer service and/or office experience
• Computer proficiency in Word, Excel and Outlook – typing speed 60 wpm

Preferred Qualifications:

• Vantaca

ADA Requirements:

• See and read small print, both on paper and on a computer screen, quickly and accurately.
• Sit for extended periods of time while working at a computer.
• Hear and speak clearly on the telephone and in person.

Work Posture Requirements:

• Sitting: Constantly
• Standing: Frequently
• Walking: Frequently
• Driving: N/A
• Bending (from waist): Frequently
• Crouching (squat): Rarely
• Kneeling: Occasionally
• Crawling: N/A
• Climbing (stairs): N/A
• Climbing (ladder): N/A
• Twisting: N/A
• Reaching: Rarely
• Wrist Motion: Occasionally

Carrying Requirements:

• Items Carried: Files/Board books
• Distance: 50 steps
• Times Per Day: 5
• Maximum Weight: 5 pounds

Moving/Lifting Requirements:

• Items Moved/Lifted: Paper files
• Times Per Day: 5
• Maximum Weight: 3 pounds

Moving/Lifting Levels/Heights:

• Floor: Occasionally
• Knee: Rarely
• Waist: Occasionally
• Chest: Occasionally
• Overhead: Occasionally

Push/Pull Requirements:

• Item Name: Furniture Frequency: Frequently

Environmental Conditions:

• Inside/Outside: No
• Hot/Cold Temperatures: No
• Wet: No
• Noise: No
• Power Equipment: No
• Traffic Hazards: No
• Chemical Hazards: No
• Heights: No
• Dust: No
• Close Quarters: No
• Fumes/Odors: No

EEO/Drug Free Workplace