Administrative Assistant

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.

Job Description

IN-OFFICE ADMINISTRATIVE ASSISTANT

The below is not a comprehensive list. Other duties not described below can also be considered in-office admin duty.

• Front Door reception .
• Maintain / program gate access - Includes a la carte visitor entries.
• Maintain and Program Pool Access Cards -
• Incoming general Mail - Open, stamp, sort, and distribute, as well as checking the drop box outside.
• Insurance documents received by mail - to be placed in CAM mail bin, however, look for an invoice attached to the document. If an invoice is present, it must be scanned with the rest of the invoices and uploaded in the invoices folder for the Operations Assistant in F Drive Accounting/AP Invoices.
• Return Mail Processing - Including homeowners account notes.
• Resale/Settlements - Mailed checks go to the purple folder.
• Checks received in the office - Assessment of ALL checks received in person or by mail - When in-person, provide the handout sheet to inform we no longer accept payments in this office. Replenish the stack of handout material in the front desk as needed. Process all checks according to instructions.
• Invoices received in the mail - Scan, drop in folder in F drive at Accounting/AP Invoices. Change the name of the saved document to reflect the date of the scan.
• Property Taxes - Collect Spring and Fall invoices, sort by CAM and place in the respective mail bins.
• Welcome Cards - Process in conjunction with Admin for pool cards inclusion.
• Transition out boxes - When boxes are available, pull file drawer material. The transition out team (global team member) will notify admin of the pickup day. Hand off prepared boxes to the new management representative. THE HAND-OFF CONFIRMATION FORM MUST BE SIGNED BY THE AGENT PICKING UP THE BOXES.
• Purge community files - annually
  
  

Requirements

• High School Diploma or GED Required
• At least one year of directly related or closely related experience
  
  

Working Conditions

• Typical office environment
• Frequent social interaction
  
  

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.