Mail Room Associate (Document Specialist) - Entry Level

Spectrum Association Management, Inc; San Antonio (TX); On-site; USD 21,000 - 28,000; Full time

Benefits offered by this job

5 weeks PTO

Medical, Dental, Vision

401(k) program

Free medical clinic

Paid holidays

Community service hours

Training program

Job summary

Spectrum Association Management, a San Antonio-based HOA management company, is seeking a detail-oriented mail room/office assistant to support daily operations.

Responsibilities include incoming/outgoing mail handling, document uploads, and basic county record research, with emphasis on accuracy and timeliness. Ideal candidates possess strong communication and organizational skills and can lift 25 lbs.

Qualifications

• Computer knowledge and basic mail procedures.
• Excellent written and verbal communication skills are required.

Responsibilities

• Incoming mail handling and delivery in our San Antonio office.
• Processing and handling outgoing mail.
• Uploading and assigning documents into company software.
• County record research.
• Daily metric and cost input into databases.

Skills

Computer skills

Mailing procedures

Lifting 25 lbs

Walk/Delivery

Communication skills

Tools

Smartsheets

FreshDesk

CINC

Microsoft Excel

Job description

Are you interested in working for a supportive company that is an innovator in its field? Do you enjoy working in an amazing environment?

Joining our team is a great opportunity to take your career and talent to the next level, while working for a company that is committed to helping others within the local community. We are dedicated to being different from other companies, and show this in our employee focus, unique culture, and commitment to creating good for our customers and each other.

WHO IS SPECTRUM Association Management? (We are NOT the cable company)

We are a dynamic and exciting team of great people with a mission to continuously provide excellent service to the communities we work with. In business since 2001, we manage hundreds of homeowner’s associations (HOA's) in Texas and Arizona. Our highly engaged culture drives who we are. We have been honored with the Best Places to Work award for 19 years running, showing we truly value our employees first! Our team enjoys an empowering work schedule, full benefits offering, generous PTO, a voice to make change, and opportunities to create good in your community.

We appreciate the people we work with and want to provide our people with the resources and flexibility they need to succeed. Spectrum Association Management can offer you:

• Inhouse education, including continued personal development, to expand your knowledge and personal brand

• The freedom to work autonomously

• A friendly and welcoming culture, with activities you can participate in with others, drawings, and fun contests

• A strong team environment in the office.

GENERAL DESCRIPTION:

• Incoming mail handling & delivery in our San Antonio office

• Processing & handling outgoing mail

• Uploading and assigning documents into company software program

• County record research

• Daily metric and cost input into databases

Required Skills and Experience:

• Computer knowledge and skills

• Basic understanding of mailing procedures

• Able to lift 25 lbs.

• Walking & mail delivery throughout the office

• Must have excellent written and verbal communication skills and must be able to present complex topics to senior leadership in a concise logical format

Preferred but not required:

• Previous corporate mail room duties

• Use of project management software – Smartsheets

• Use of project management software - FreshDesk

• Use of management system – CINC

• High-level knowledge and use of Microsoft Excel

General Expectations:

• Highest priority is placed on providing exceptional service to our internal and external customers.

• Follow through on commitments and requests; own your responsibilities. Open communication with responsible parties and direct manager about an inability to meet a deadline or expectation is necessary.

• Acquire in-depth familiarity with all onboarding tasks across the company, including dependencies, contingencies, deadlines, and responsible parties. Proactive clarification as needed on changing responsibilities as roles, personnel, and departments evolve.

• Proactively identify internal knowledge gaps with the onboarding process and address training issues with staff as needed.

• Collaborate with Transitions Team to manage routine or urgent tasks as needed.

• Problem solving at the source.

• Constant evaluation and adaption to changing processes, approaches, and communication styles to ensure results are attained.

• Open, regular, and proactive communication with direct manager about issues, challenges, successes, and upcoming business.

• Consistent productivity.

• Collaborative learning. Must be open to feedback and coaching from anyone, including direct managers and peers, on opportunities to improve.

• Be open to and supportive of change in a fast-paced, growing environment.

We believe a vibrant culture is based on trust. We are looking for positive and motivated humans that can help us reimagining a vibrant work environment, focused on support, career development, fun, autonomy, and strong human connections among colleagues.

We do not hire employees… We hire work family.

What does it look like to be an employee at Spectrum Association Management?

• -99% of employees believe in the company leadership and future success of the organization.
• -96% of employees are proud to work here and love their coworkers!
• -93% of employees have felt well supported by management through COVID-19.

SPECTRUM ASSOCIATION MANAGEMENT HIGHLIGHTED BENEFITS

We offer a comprehensive package that is more than just a paycheck

• Recognized as Best Places to Work 19 years in a row!

• Fastest Growing Company - Fast Track 50 in 2020.

• San Antonio-based homeowners’ association management company.

• Privately-owned with over 20 years in business, and during this time we have never laid anyone off.

• Work / Life balance.

• 5 weeks of PTO to allow for rest, travel, family, and your hobbies.

• 11 Annual Paid Holidays

• 40 paid hours per year for community service activities.

• PAID Training - Internal Learning and Development Management System.

• Full suite of benefits including - Medical, Dental, Vision, STD/LTD, Life/AD&D and a 401k program.

• Free medical clinic in-house (in San Antonio office – virtual appointments for other offices).

• Hourly pay $15.00 with performance reviews and increase opportunities every 6 months.

• Well-structured career track plan with a 6-month review.

• Hours: Monday to Friday 8:00 am to 5:00 pm

• Office location - 17319 San Pedro Avenue, San Antonio, Texas 78232

For more information about Spectrum AM, visit our website at https://spectrumam.com

Spectrum Association Management is an Equal Opportunity Employer.