Onsite Admin Assistant for Condo & HOA Management

Gardner Management Company Inc; Oshtemo Charter Township (MI); On-site; USD 50,000 - 55,000; Full time

Job summary

Gardner Management Company in Kalamazoo, Michigan, is hiring a full-time, in-office Administrative Assistant to support our Condominium Property Management team. You will be the first point of contact for unit owners, residents, board members and vendors, by phone, email and in person.

This role keeps our condo managers organized and our associations well served. It suits someone who is calm under pressure, enjoys helping people, and takes pride in accurate, timely follow-through.

Qualifications

• High school diploma or equivalent.
• 2+ years of administrative, receptionist or customer service experience.
• Proficiency with Microsoft 365 apps (Outlook, Word, Excel, Teams).
• Clear, courteous phone manner and professional written communication.
• Strong organization and multitasking abilities.
• Discretion with confidential information.
• Ability to work full time on site.

Responsibilities

• Front office and customer contact: answer/run calls, greet visitors, respond to routine questions about association rules and dues.
• Monitor shared team inboxes; respond, forward or elevate messages promptly.
• Assist with distributing owner notices, letters, newsletters and letters of violation/reminder.
• Prepare board meeting packets, agendas and sign-in sheets; take or transcribe meeting minutes.
• Track vendor certificates of insurance, proposals and work orders.
• Process architectural change applications.
• Maintain accurate records in management software (e.g., AppFolio/Yardi).
• Order office supplies and keep the front office tidy and welcoming.
• Handle special projects and other duties as assigned.

Skills

Microsoft 365

Outlook

Word

Excel

Teams

Phone etiquette

Organization

Education

High School Diploma

Associate's degree (preferred)

Tools

AppFolio

Yardi

Job description

Gardner Management Company in Kalamazoo, Michigan, is hiring a full-time, in-office Administrative Assistant to support our Condominium Property Management team. You will be the first point of contact for unit owners, residents, board members and vendors, by phone, email and in person.

This role keeps our condo managers organized and our associations well served. It suits someone who is calm under pressure, enjoys helping people, and takes pride in accurate, timely follow-through.