Administrative Assistant
Associa
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- Location
- Hilton Head Island, SC
- Job type
- Full time
- Posted
- Oct 12
- 8 days ago
Career path
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About the company
Associa
Real estate · 10,001+ employees
What you'll do
- Organize and prepare incoming and outgoing correspondence
- Respond to incoming phone calls and emails from clients and vendors
- Research discrepancies and reply to client account balance inquiries
- Prepare and track time-sensitive forms for clients and vendors
- Update client and vendor databases
- Prepare accounts payable voucher documentation and submit invoices for payment
- Process print jobs, scanning and faxing as needed
- Use Excel, software and computer systems to track projects
What you need
- Must be able to use Excel and Word. Must be able to adapt to management software and computer programs being utilized by company.
- 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.
- Problem solving, Accuracy, Efficiency and Very organized.
- 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.
- Education: a high school diploma, an associate degree or a bachelor's degree
Key skills
ExcelWordProblem solvingAccuracyEfficiencyInterpersonal skillsVerbal and written instructionsBusiness correspondenceConfidentiality
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Read the full posting here
The Administrative Assistant handles tasks outlined herein in order to assist Community Association Managers (CAM) with daily property operations. Administrative Assistants are to establish and maintain a professional, service oriented relationship with the Association Managers, other assistants and employees, clients, homeowners, vendors, and service providers. This position involves daily contact with homeowners and board members and requires an individual that is well-spoken, customer service-oriented, and can multi-task at a quick pace.
JOB DUTIES
Organizes and prepares incoming and outgoing correspondence.
Receives and responds to incoming phone calls and emails from clients and vendors.
Interprets client account ledgers, replies to client account balance inquiries, researches discrepancies.
Prepares and tracks time sensitive forms for clients and vendors
Updates client database - contact information [address, phone, email] -- enter notes into client accounts
Maintains vendor database - add/update vendor information, obtain w9 and proof of insurance
Prepares documentation for accounts payable vouchers and submits invoices for payment
Processes print jobs, scanning and faxing as needed
Uses Excel, software and computer systems to track projects
Other duties as assigned.
Qualifications
* Requires a high school diploma or GED; Bachelors or Associates degree preferred.
* 1 - 3 years of directly related clerical or administrative support experience required; HOA, property management or condominium management related experience is a plus.
Must be able to use Excel and Word. Must be able to adapt to management software and computer programs being utilized by company.
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.
Problem solving, Accuracy, Efficiency and Very organized.
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.