Job Description

The Assistant Admin/Manager is responsible for providing essential office operations, administrative support, community governance, accounting support, compliance, vendor management, and fostering positive resident relations. In the absence of the manager, the assistant may serve as the main point of contact.

Responsibilities:

• Administrative tasks: Organize and maintain files, keeping all documents updated. Prepare, record and distribute meeting packets, agendas, minutes, newsletters, notices and other documents for the manager, board and homeowners. Assist with Association projects as needed. Handle all aspects of the guest suites. Process sales and lease applications. Process homeowner remodeling applications and follow up on their completion. Organize and maintain office supplies. Maintain computer databases and copiers. Maintain community website. Process resident requests for access control. Responsible for Toys for Tots.
• Financial duties: Assist in processing invoices, accounts payable and receivable, and managing collections. Invoice owners for concierge services.
• Resident and board support: Promptly address homeowner & board inquiries, issues, service requests and complaints. Serve as a liaison between the board of directors, homeowners, manager and vendors. Assist in planning community events. Ensure all communications are professional and timely. Provide information to residents regarding community policies, meetings, and events. (water heater letters, social events, condolence gifts, etc.) Maintain community bulletin board.
• Community compliance: Conduct regular inspections of the community to ensure homeowner compliance with association rules, regulations and architectural guidelines. Prepare and email correspondence to homeowners while tracking violations and corrective actions.
• Vendor and contract management: Respond to vendor calls/emails. Assist in obtaining bids for contracted services and help monitor vendor performance to ensure services are delivered according to contract specifications. Maintain vendor certificates of liability and licenses.
• Meeting attendance: Attend and assist with board meetings, annual homeowner meetings, and other association meetings as needed, including helping with check-ins and recording minutes.
• On-site supervision: Act as the primary on-site contact and supervisor in the absence of the CAM, coordinating daily work and addressing emergencies.
• Facilities management: Oversee the scheduling and completion of maintenance requests and work orders for common areas.
• Technology proficiency: Use property management software and Microsoft Office applications to manage daily tasks, track data, and generate reports.

Qualifications and Skills:

• Experience: Previous experience in property management, customer service, or administrative support is preferred.
• Education: A high school diploma or equivalent is required, while an associate or bachelor’s degree is preferred. Must be a Notary.
• Communication: Excellent verbal and written communication skills are essential for interacting with residents, board members, and vendors.
• Customer service: A strong commitment to providing professional and high-level customer service.
• Organization and time management: Excellent ability to prioritize tasks, manage multiple projects, multitask and manage time effectively.
• Interpersonal skills: This position requires strong interpersonal skills, including tact, diplomacy, and conflict resolution.
• Attention to detail: A high level of accuracy and attention to detail is necessary.
• Problem-solving: The ability to analyze issues and provide effective solutions is a key skill.
• Confidentiality: Must be able to handle sensitive and confidential information with integrity.

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