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Associa · 2 days ago

Admin Asst

Houston, TX

Full-time

Onsite

New Grad, Entry Level

0+ years exp

Associa is a leading company in community management with over 11,000 team members serving nearly five million residents. The Admin Assistant role involves providing administrative support, responding to communications, and assisting with community-related tasks to ensure smooth operations.

AccountingCommunitiesConsultingProperty ManagementReal Estate

Responsibilities

Become familiar with each association’s documents as they relate to your service role

Respond to phone calls, voicemails and emails- within 24 hours (Forward non-routine/urgent calls to Manager immediately)

Work with the manager on violation letters as requested

Work with the ACC department communicating with homeowner when necessary for more information, updating homeowners of the status the application, etc

Draft and mail letters to parties as requested by CAM- 2 business days

Process community mailings; special notices, meeting notices, etc.- 2 business days

Electronically file community related documents via company platform- daily

Maintain/program entry gates directories- within 24 hours

Process entry gate opening and maintenance requests via company platform during regular business hours- within 24 hours

Process, maintain, program and distribute pool tags/keys/cards/fobs- within 24 hours

Rotate as Receptionist on scheduled basis

Assist CAM in preparation of Board meeting packets- as needed

Prepare and process Annual Meeting Notices- time sensitive, 3 business days

Prepare Annual Meeting materials; Welcome Packet and registration information- 2 days

Attend Board and/or Annual meetings with CAM(s) when necessary. May be required to take meeting minutes. Note: Meetings may be held in the evening after regular working hours- as needed

Maintain a current hardcopy and e-file community information sheet (hot sheet)- as needed

Complete miscellaneous tasks as requested for CAM support and assist in other large scale projects- as needed

Maintain community websites via company platform- as needed

Act as back-up for after-hours emergency contact. The CAM is the first point of contact- as needed per emergencies occur

Review, code and process invoices for payment of services – daily within 24 hours

Other Responsibilities- this list should not be considered to be all encompassing and is subject to change