Office Administrator

Job Details

Description

Founded in 1990 AAM is celebrating 35 years of being the industry leader of Professional HOA Management services in the United States. We specialize in the forward planning and strategic management of master planned, single family, condominium, active adult, urban high‐rise and mid‐rise communities. For more information, visit www.associatedasset.com.

Position Summary

Primarily responsible for providing all administrative assistance to Community Management teams within a satellite office. Perform necessary duties that lead to the success of the office location by providing strong customer service to HOA Board Members and homeowners, establishing/maintaining strong vendor relationships, preparing/mailing correspondence and maintaining the overall operations within the office.

Position Responsibilities

• Provides administrative support, and other tasks as directed.
• Develops a working relationship with everyone within the corporate office.
• Maintains positive, productive relationships with all Community Managers, assessing their community’s needs and providing support accordingly.
• Extend top-notch customer service and problem resolution, via phone and face-to-face interaction, to board members and residents.
• Provide traditional office support by maintaining calendars and appointments, composing correspondence, and creating/maintaining database information.
• Arrange various meetings (times/locations) and prepare all correspondence necessary to notify included parties.
• Work with vendors to provide direction and collect bids per the manager.
• Perform various general accounting duties, including some A/P, A/R, coding of invoices and billing & maintaining the corporate office budget
• Maintains accurate and current association records.
• Maintain office petty cash.
• Ensure organization and replenishment of office supplies.
• Operational contact for office maintenance vendors (ceiling leaks, copier/fax machine repairs, climate control issues, etc.).
• Perform other related duties as directed.
  
  

Knowledge, Skills And Abilities

• Ability to multitask and prepare and process large amounts of administrative and customer request items while being detail oriented.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Ability to function efficiently in a fast-paced, demanding environment.
• Ability to proficiently utilize computer programs and database systems, including Microsoft Office, internet and e-mail systems.
• Ability to interact and work positively and effectively with homeowners and staff at all levels.
• Advanced communication skills both verbal and written.
• Superior customer service skills and phone etiquette.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.
  
  

Physical Demands & Work Environment

• Sitting in an office setting utilizing a computer and other office equipment.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.