Associa · 6 hours ago
Administrative Assistant
Atlantic City, NJ
Full-time
Onsite
New Grad, Entry LevelAssocia is a leading community management company with over 225 branch offices across North America. The Administrative Assistant to the General Manager will support community operations and administration, ensuring effective communication among residents, staff, and vendors while assisting with project management and vendor coordination.
AccountingCommunitiesConsultingProperty ManagementReal Estate
Responsibilities
Provide direct administrative support to the General Manager in all areas of community operations
Prepare correspondence, reports, and meeting materials, and maintain organized files for residents, vendors, and management
Track open tasks, deadlines, and project timelines to ensure timely completion
Manage incoming communications and route messages appropriately
Provide front desk day-shift coverage as needed
Verify and submit invoices for accuracy and proper billing information prior to submission
Process new vendors in Strongroom and maintain the vendor contract and Certificate of Insurance (COI) binder
Maintain consistent follow-up to ensure issues are resolved and residents are informed
Assist the General Manager with scheduling, task assignments, and coordination across all departments, including front desk, maintenance, janitorial/EVS, and administrative staff
Monitor staff performance and task completion to ensure accountability and service quality
Review and process staff coverage requests with the General Manager, ensuring adequate staffing levels and adjusting shifts as needed
Facilitate interdepartmental communication to maintain an efficient, professional, and cohesive work environment
Manage resident service requests and maintenance work orders from submission through completion, ensuring proper documentation, billing, and follow-up
Act as liaison between residents, maintenance, and vendors to ensure clear communication and timely resolution
Assist owners with account management, provide account ledgers, and process Direct Debit requests
Process account adjustments, maintenance charges, key/fob fees, parking charges, and late fee waivers
Maintain the parking list, issue annual leases, and process related billing
Monitor and respond to TownSq requests, and upload announcements, meeting minutes, and community updates
Coordinate vendor scheduling for repairs, maintenance, and project work in collaboration with the maintenance department
Support vendor communication and contract management, ensuring accurate and up-to-date documentation
Conduct periodic property inspections for maintenance needs, compliance, and community standards
Issue and track violation notices, documenting follow-up and resolution in accordance with Association policy
Serve as liaison between the General Manager, residents, staff, vendors, and the Board of Trustees
Address homeowner inquiries, concerns, and complaints promptly and professionally
Support the implementation of Board directives, community policies, and administrative procedures
Assist with meeting preparation, minutes distribution, and post-meeting follow-up
Promote a positive, respectful, and community-focused environment
Qualification
Required
Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with community management systems (such as C3, TownSq, ButterflyMX)
Strong organizational and multitasking skills with excellent attention to detail
Clear written and verbal communication skills
Ability to maintain confidentiality and handle sensitive information with discretion
Professional, reliable, and able to work both independently and collaboratively
Preferred
Prior experience in administrative support or property management, preferably in a high-rise environment
Company
Associa
Associa provides management and consultancy services.
Founded in 1979
10001+ employees
Funding
Current Stage
Late StageTotal Funding
unknown2008-06-11Private Equity
Leadership Team
Michelle Johnson
SVP, Chief Information & Transformation Officer
Debra Warren
Vice President of Learning and Development
Recent News
GlobeNewswire
2026-01-05
Company data provided by crunchbase