Job Summary
We are seeking a dynamic and highly organized Administrative Assistant to join our team! In this vital role, you will serve as an integral part of our association management operations team, ensuring smooth daily functions and providing exceptional support to our accounting staff and clients alike. Your energetic approach, combined with your strong organizational skills and attention to detail, will help foster an efficient, welcoming environment. This position offers an exciting opportunity for someone eager to utilize their administrative expertise and grow within a collaborative setting.
Responsibilities
- Operate multi-line phone systems efficiently, handling inquiries and routing calls promptly and professionally
- Maintain organized filing systems, both physical and digital, ensuring easy access to important documents
- Perform data entry, complete large scale mailings, proofread correspondence, reports and other documents to ensure clarity and accuracy
- Meeting scheduling and calendar management
- Support customer service efforts by providing timely assistance via phone or email
- Utilize Microsoft Office Suite to prepare documents, spreadsheets and correspondence
- Handle clerical duties including filing, photocopying, scanning, and organizing documents with precision
- Provide personal assistant support as required, managing time-sensitive tasks efficiently
- Ability to manage confidential information.
Accounting Responsibilities
- Research homeowner account ledgers.
- Process and post homeowner payments
- Generate notices for homeowners of account balances
- Calculate and apply late fees and interest on owner accounts
- Assist homeowners in ACH enrollment
- Assist Accounting Director in new community onboarding
- Coordinate with team members regarding accounts receivable matters.
- Daily data entry of invoices into accounting software
- Assist in setting up new vendors in accounting software
Required Qualifications and Experience
- High School Diploma or equivalent
- Proven office experience or administrative support background demonstrating strong organizational skills
- Strong computer literacy with proficiency in Microsoft Office (Outlook, Word, Excel, SharePoint) and data entry tools
- Excellent phone etiquette coupled with outstanding customer service skills
- Demonstrated ability to multitask efficiently while maintaining attention to detail in a fast-paced setting
- Prior clerical or administrative experience that showcases proofreading abilities and organizational prowess
- Ability to follow established processes and procedures.
- Self-motivated, goal oriented, and enthusiastic presence in a team environment
Preferred Qualifications
- Experience in HOA, condominium association, or property management accounting.
- Experience with Enumerate or similar accounting software.
Join us in creating a vibrant workplace where your administrative expertise makes a real difference! This role offers the chance to develop your skills further while supporting a dedicated team committed to excellence.
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
