With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

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JOB TITLE: OFFICE ADMINISTRATOR ASSISTANT

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ADMINISTRATIVE

\n\n Demonstrates excellent customer service, communication and time management skills\n Ensure that the telephone is answered properly and messages are handled courteously, accurately and in a timely manner.\n Maintain, update and coordinate resident information in computer database at a minimum on a weekly basis.\n Maintain supply closet. Request all office supplies and equipment, following established purchasing procedures.\n Create files, comply and coordinate all necessary information and documentation for new owners/leases.\n Coordinate receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.\n Archive all expired tenants, guests and employees\n Provide information by answering questions and requests for residents and guests.\n Update staff information in the system\n Scan and upload all guest request into the system\n File all guest requests, vehicle requests, Staff request to the system\n Register vehicles, Bicycles, and scooters to the appropriate resident\n Update all vehicle decals and transponders as needed.\n Communicate with Security, valet and manager on duty when a vehicle is arriving on property or being picked up by a third party.\n Work with security to ensure all transponders are working and if not reach out to the resident and replace it to ensure a smooth entrance to property.\n Register guests for residents and insure they are input into the system accordingly and correctly.\n Keep the front gate list updated with incoming guests per resident's request.\n Follow up with residents and ensure all their requests are processed promptly.\n Resolves and follows-up on all complaints/issues.\n Generate weekly reports for the rentals, guests and weekly sales and re-sales\n Open and Distribute mail and packages accordingly.\n Communicate with the appropriate staff member regarding any issues seen on property.\n Follow safety procedure and maintain safe work environment.\n Knowledgeable with social media platforms.\n\n

\n Requirements\n

Requires a high school diploma or GED; Bachelors or Associates degree preferred.

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* 1 - 3 years of directly related clerical or administrative support experience required; HOA, property management or condominium management related experience is a plus

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* Must be able to use MS Office 2007 or later, particularly Excel and Word. Must be able to adapt to management software and computer programs being utilized by company.

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* Ability to interpret and follow verbal and written instructions
* Ability to communicate effectively, both verbally and in writing and exercise diplomacy
* Knowledge of business correspondence including rules of grammar, sentence structure, punctuation, and spelling
* Interpersonal skills necessary to effectively interface with all levels of personnel and work in a team environment
* Demonstrated ability to maintain confidentiality of records and to use discretion in the performance of daily activities
* Must be able to perform diversified but semi-repetitive operations following standardized methods and procedures under changing conditions.

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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.