Community Admin Assistant

Terra West Management Services; Reno (NV); On-site; USD 38,000 - 52,000; Full time

Job summary

Terra West Management Services in Reno, NV is seeking an organized administrative assistant to support HOA operations. You will answer homeowner inquiries, maintain files, and coordinate Board of Directors meetings.

You will handle correspondence, log violations, obtain bids, prepare documents, and assist with front desk backup. 6 months office experience and proficiency in Word/Excel/Outlook are required.

Qualifications

• 6 months minimum of customer service and/or office experience.
• Proficient in Word, Excel and Outlook; typing speed 60 wpm.

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.
• Log and issue violation letters within specified timelines and log all homeowner responses.
• Log architectural requests and process within 2 days.
• Prepare Association Closeout Inventory list for turnovers.
• Reserve space for meetings and attend as requested by the Community Manager.
• Assist with Board of Directors meetings preparation and distribution.
• Pull account histories and homeowner files 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.

Skills

Organizing and prioritizing

Attention to detail

Confidentiality and judgment

Problem-solving

Excellent communications

Tools

Word

Excel

Outlook

Docuware

C3

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:

• Docuware or C3 experience

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