Part Time Onsite HOA Administrative Assistant

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Job Description

Job Summary

The Community Onsite Administrative Assistant supports and assists general office activities and projects of the association with administrative tasks and provides customer service support. Under moderate supervision the position reports to the onsite General Manager and work will involve contact with homeowners and board members.

This position is located at an onsite HOA community in Rockwall, TX. The position will be Monday through Friday at approximately 29 hours per week.

Job Duties And Responsibilities

Duties include but are not limited to:

• Vendor Communication- scheduling vendors, paying invoices, working directly with the boardto coordinate on needed repairs
• Homeowner Communication- Assist with communication with homeowners who come into theoffice onsite, via email, via TownSq, or on the Associations website
• Compliance inspections- Conduct Community inspections, issue violations, mail violations
• Clubhouse reservations- tracking- take deposits, coordinate the clubhouse monitor, andschedule reservations
• Payments for Reservations/Parties- Bank runs to Inwood Bank on Monday mornings
• Attend board meetings with General Manager and take minutes at the meetings
• Process minor violations
• Organize and prepare correspondence relating to association business
• Receives and responds to incoming calls from homeowners, Board members and vendorsand follows through on various requests.
• Reviews invoices for completeness and accuracy of charges and prepare payable vouchers formanager’s approval
• Processes and distributes incoming and outgoing mail for the office and Associations
• Prepares and assists community managers with monthly board packages and in house mailings
• Update homeowner and association information in C3 and shared files
• Keeps workspaces organized and maintained and alerts General Manager of low suppliesand assists in supply stocking and distribution
• Processes print jobs, scanning and faxing as general office support when needed
• Files association documents for General Manager and arranges for delivery and pick up ofdocuments from storage when necessary
• Process gate requests
• The preceding functions have been provided as examples of the types of work performedby employees assigned to this job classification
• Management reserves the right to add, modify, change or rescind the work of different assignment positions
• Other duties as assigned

Requirements

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.)at a proficient level.
• Interpretation and completion of verbal and/or written instructions at a proficient level.
• Knowledge of general office equipment (copier, fax, phone systems, etc.).
• Confidentiality and discretion in the performance of all duties and responsibilities.
• Time management and time critical prioritization skills.

Education and ExperienceEducation and Experience High School Diploma or GED Required

0– 3 years of directly related or closely related experienceo

king Conditions

• Typical office environment
• Frequent social interaction

The above information on this description has been designed to indicate the general nature and level of work performed by

employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties,

responsibilities, and qualifications required of employees assigned to this job. Associa is an Equal Opportunity Employer.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.