Community Administrative Specialist

associacareers; Virginia (MN); On-site; USD 28,000 - 34,000; Full time

Job summary

Legum and Norman, an Associa company, is seeking a Community Administrative Specialist for its Falls Church corporate office. You will provide clerical and administrative support to Community Managers, acting as a liaison to homeowners, vendors, board members, committees, and internal staff.

The role handles inquiries by phone and email, data entry, billing support, meeting prep, and communications to homeowners.

Qualifications

• 1+ year office support, clerical, or administrative assistant experience in an office or corporate environment.
• Customer service driven and team oriented.
• Excellent communication skills (written and spoken) with knowledge of conflict resolution techniques.
• Ability to communicate and partner well with multiple stakeholders, e.g., community managers, vendors, peers, clients.
• Ability to self-motivate, be proactive, detail oriented, and work well as part of a team.
• Must be able to maintain confidentiality and discretion in performance of duties.
• Must be able to work effectively with others in person and in group settings.
• Must be able to prioritize, manage time, and meet deadlines.
• Proficient in Microsoft Office Suite (Word and Outlook).
• Proficient in utilizing Excel.

Responsibilities

• Research and respond to inquiries by phone and email.
• Enter and update community and homeowner information in the system.
• Assist homeowners with monthly payments, completing architectural review forms, and using the online portal for work orders.
• Send out mass emails to homeowners, board members, and committees about rules, updates, and events.
• Schedule contractors and maintenance vendors on site for repairs.
• Data entry for billing, budgets, and invoicing; update insurance renewals.
• Retrieve, scan, copy, fax, and file documents.
• Maintain documents on shared drives and internal software.
• Assist in preparing board meeting agendas and packets, welcome packets, and annual disclosures.

Skills

Customer service

Team oriented

Conflict resolution

Communication

Microsoft Office

Excel

Detail oriented

Time management

Tools

Microsoft Office Suite

Excel

Job description

Legum and Norman, an Associa company, is hiring a Community Administrative Specialistfor their corporate office in Falls Church.

The Community Administrative Specialist will provide clerical and administrative support to Community Managers. The Community Management Support Specialist is the liaison to the Community Manager(s), homeowners, vendors, board members, committee members, and internal staff.

Daily responsibilities:

• Research and respond to inquiries by phone and email.
• Enter and update community and homeowner information in the system.
• Assist homeowners with monthly payments, completing the architectural review forms, and utilizing the online portal system to enter work order requests.
• Send out mass emails to homeowners, board members, and committee members to remind them of HOA rules and regulations, updates on community news and events, updates on maintenance projects, and scheduling board meetings.
• Schedule contractors and maintenance vendors onsite for repair.
• Data enter billing, budgets, and invoicing in the system. Update insurance renewals.
• Retrieve, scan, copy, fax, and file documents.
• Maintain documents on the shared drive and internal software.
• Assist in preparing board meeting agendas, board packets, welcome packets, annual disclosure packets, financial statement packages, etc.
• Issue coupon booklets, key fobs, pool passes, parking passes, etc.
• Prepare newsletters, flyers, and communications to be sent to homeowners.
• Other duties as requested.

Hourly pay rate: $20-$25.

• 1+ year office support, clerical, or administrative assistant experience in an office or corporate environment.
• Customer service driven and team oriented.
• Excellent communication skills (written and spoken) with knowledge of conflict resolution techniques.
• Ability to communicate and partner well with multiple stakeholders, for example community managers, vendors, peers,clients.
• Ability to self-motivate, be proactive, detail oriented, and successfully function as part of ateam.
• Ability to maintain confidentiality and discretion in the performance of all duties andresponsibilities.
• Must be able to work effectively with others in person and in group setting.
• Must be able to prioritize, manage time, and meet deadlines.
• Must be able to interpret verbal and/or written instructions at a proficient level.
• Well versed in Microsoft Office Suite (Word and Outlook).
• Proficient in utilizing Excel.

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