Administrative Assistant

Property Management Firm - Leesburg, VA3.5

Full-time
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Summary:
The Administrative Assistant is responsible for effectively computing, classifying and recording numerical and residential data to keep financial records complete while assisting the Association Manager with the various needs of our Association residents and non-resident owners. The Administrative Assistant will perform any combination of routine calculating, posting and verifying duties to make payments to vendors, post activity to the monthly financial ledgers, schedule in-unit maintenance services, track and assist resident move-ins and move-outs, routine phone inquiries and obtain primary financial data for use in maintaining property accounting records and resident/owner profiles.

Reports to: Association Manager.

Supervises: N/A

Essential Job Functions:
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Exceptional computer skills including complete knowledge of extended Microsoft Office Suite, especially proficient in Excel, Word, Publisher, and Access, with knowledge of accounting software preferred.

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High school Diploma or equivalent required; college preferred.

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A minimum one year experience in a customer service related industry (real estate preferred) and/or a combination of accounting skills/education with customer service experience preferred.

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Exceptional attention to detail and an ability to multitask.

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Exceptional people skills.

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Strong oral and written communication skills.

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Positive attitude and the ability to smile under all circumstances.

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Demonstrated ability to diffuse and respond to customer concerns to avoid escalation of the problem.

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Ability to quickly learn, adapt to and use new computer software.

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Neat, clean, punctual and professional at all times.

Core Values:
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Honesty

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Integrity

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Competence

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Tenacity & Enthusiasm

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Creativity

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Professionalism

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Drive and Responsibility

Job Responsibilities (including but not limited to):
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Operate computers programmed with accounting software to record, store and analyze information including data input, vendor payments, deposits, comparison of actual to budgets, monthly ledger closings and account research. Learn and use the association’s budget and account codes to ensure accurate, timely, complete and consistent data entry and financial results.

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Operate computers programmed with software to track resident status including move-ins, move-outs, in-unit maintenance, quest quarter and community room scheduling and payments, and sponsored events and meetings.

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Receive all telephone calls and in-person visits. Listen to resident requests, concerns and comments. Enforce policies of the Association, ensure that unsafe conditions are corrected in a timely manner, and contribute to the cleanliness and curb appeal of the community on a continuing basis.

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Quickly complete maintenance service requests and inform the engineering maintenance team. Track maintenance status until satisfactory completion and collect resident maintenance fees on a weekly basis. Assist in conducting surveys. Assist with the creation and distribution of newsletters, pamphlets, flyers, etc., as applicable.

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Answer questions for residents about community, repairs, and rules, and assist various community committees in budgeting, event planning, notifications, and fee collections.

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Maintain open communication with the Association Manager, and perform all tasks as assigned by the Association Manager.

Maintain complete, current and accurate records. Learn and ensure compliance with all association and parent community rules, standards and procedures.