Office Support Assistant

Associa; Falls Church (VA); On-site; USD 28,000 - 34,000; Full time

Job summary

Legum and Norman, an Associa company, is hiring a Community Management Support Specialist for their corporate office in Falls Church.

The Community Management Support Specialist provides clerical and administrative support to Community Managers, serving as a liaison to homeowners, vendors, board members, committees, and internal staff.

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, for example community managers, vendors, peers, clients.
• Ability to self-motivate, be proactive, detail oriented, and successfully function as part of a team.
• Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.
• 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).

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.

Skills

Office support

Customer service

Communication

Stakeholder management

Attention to detail

Discretion

Teamwork

Time management

Instruction interpretation

MS Office

Tools

MS Office

Job description

Legum and Norman, an Associa company, is hiring aCommunity Management Support Specialistfor their corporate office in Falls Church.

The Community Management Support 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.

Requirements

• 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).

Company Description

With more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 48 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

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