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Associa · 4 hours ago

Administrative Assistant

West New York, NJ

Full-time

Onsite

New Grad, Entry Level

0+ years exp

Associa is a leader in community association management, dedicated to building the future of community for residents worldwide. The Administrative Assistant will provide clerical and administrative support to Community Managers, acting as a liaison with homeowners and assisting in various administrative tasks.

AccountingCommunitiesConsultingProperty ManagementReal Estate

Responsibilities

Field and respond promptly to the majority of homeowner inquiries via phone, e-mail, work order, letter, and/or in person

Interact with vendors and assist with addressing emergency requests as necessary

Update notes within homeowner accounts in C3 (Complete Control of Communities) of all conversations/correspondence with homeowner

Assist in preparing agendas, update management reports, and compile documents and copies for Board meeting packages

Prepare newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings, etc

Assist in preparing annual disclosure packages, annual meeting notifications, and annual financial statement packages for all homeowners and arrange bulk mailing of same within the time frames set by state statute or governing documents

Assist lead Community Manager in monitoring corporate and client delinquency rates and collections process for account portfolio

Maintain property files and unit files

Assist lead Community Manager with processing new homeowner welcome packets, if applicable

Assist lead Community Manager with issuing of key fobs, pool passes and processing access keys

Assist lead Community Manager with ARB (Architectural Review Board) application processing and perform on-site community inspections as necessary

Assist lead Community Manager with requests for proposals, repair quotes, insurance notification lists

Assist lead Community Manager with update of property fact sheets in C3

Assist lead Community Manager in preparing homeowner CC&R violation letter and communicate results of hearings to homeowners within the time frames set by state statues or governing documents as needed

Assist homeowners with Associa corporate programs (website, portals, etc.) in accordance with lead Community Manager direction, client enrollment, and local office protocol

Participate in Associa training including Associa University webinars, etc

While the list above is an extensive list of job responsibilities, it is expected that the individual in this position is hands on and flexible in performing, assisting, and/or supervising any necessary task that is requested by our client and/or the management agent

Other duties as assigned

Qualification

Microsoft OfficeCommunity Association knowledgeBusiness correspondenceConflict resolutionProfessional communicationCustomer serviceTime managementDetail orientedTeam player