Supports a Community Association Manager with daily administration for multiple homeowner associations. Duties include processing maintenance requests, tracking work orders, handling calls, managing homeowner records, preparing mailings and meeting materials, creating reports, supporting newsletters and websites, maintaining insurance records, processing architectural requests, assisting with contracts and bids, and providing backup receptionist coverage.
SUHRCO Residential Properties is currently seeking an Administrative Assistant.
The general purpose and role of this position is to support the Community Association Manager with the administration of the daily operations supporting multiple associations in a portfolio.
General Duties and Responsibilities
- Assist manager with preparation and distribution of annual budget mailing materials
- Assist manager with preparation and distribution of annual homeowner meeting materials
- Receive and process maintenance requests, track work orders
- Receive incoming client and vendor calls, take appropriate action as needed and keep the manager informed
- Assist with collection of monthly Association dues and ACH information
- Assist in maintenance of homeowner association file and necessary changes to contact information in management software
- Prepare and distribute welcome packages for new homeowners
- Facilitate Association and vendor mailings
- Assist in producing an Association newsletter
- Maintain Association liability insurance book
- Assist in the creation and support of an Association web site for owner access to rules, governing documents, minutes of meetings, newsletter distribution
- Create reports (landscape, work orders; delinquencies, violations) out of the management software
- Assist in processing architectural requests
- Assist manager on any special projects
- Maintain Association gate computer
- Assist with review of all Association contracts and preparation of bid specifications as needed
- Assist with any mailings to members as directed by manager
- Assist with preparation and distribution the agenda and packets for board of directors meetings
- Assist the manager with preparation of a monthly management report for the Board of Directors
- Assist in the enforcement of the Association Bylaws, CC&Rs, Rules and Regulations and Architectural guidelines
- Be able to provide back up support for front desk receptionist (corporate)
Requirements:
· High school diploma or GED
· Applicant must be able to prioritize work and follow directions explicitly under the direction of their manager
Preferred Skills
- Computer Skills: Microsoft Office, Internet, HOA Management Software
- Excellent Customer Service skills
- Excellent verbal and written communication skills
- Previous experience in homeowner association or property management field is preferred
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