*Part Time: 20 hours per week; Monday to Thursday 9am to 2pm
Hourly Rate: $18 to $22 per hour; commensurate with experience. Property Management experience is preferred.
Duties include but are not limited to providing support to Board members to ensure the smooth, day to-day operation of a condo Association office. The role requires excellent organizational, communication, and interpersonal skills needed to assist with owner member inquiries, records management, invoice processing, and scheduling building maintenance or repairs with vendors.
Responsibilities
- Member relations: Serve as the first point of contact for residents via phone, email, and in person visits. Handle routine inquiries, schedule maintenance repairs, and direct requests or issues to the appropriate Board member. Maintain a high level of resident/customer service.
- Administrative Support: Perform general office duties, such as answering and directing phone calls or issues, filing, directing or scheduling maintenance repairs, report vendor performance deficiencies to Board members, manage incoming and outgoing mail, screen emails and if necessary direct to Board members or Board Compliance Liaison for handling. Perform and provide follow-up to tasks as requested by Board members. Receive and review occupancy
- applications for Board approval ensuring all pertinent data is included.
- Accounting: Receive vendor invoices via email, ensure accuracy of charges billed in accordance with quotes, contracts, or receipts. Process invoices for coding and board approvals then refer to payables for payment in a timely manner. Maintain the monthly record of invoice lists/check runs. Address vendor payment inquiries. Report questionable billing to Treasurer with an eye toward good pricing and cost savings.
- Record keeping: Manage and maintain both physical and digital filing systems, maintain excel spreadsheet record of owner condo insurance for compliance, and other association records, ensuring accuracy and confidentiality. Upload all pertinent material monthly to the website.
- Ensure all condo keys are on file.
- Communication: Draft, edit, and proofread correspondence, reports, newsletters, and other documents for internal and external distribution as directed by Board members.
- Meetings: Assist with the execution of monthly Association meetings, and/or member committee meetings. Collect agenda material from Board members for preparation of the monthly agenda. Prepare Agendas as directed and ensure meeting notices and agendas are prepared and posted timely. Transcribe monthly meeting minutes for approval and upload to the website monthly.
- Supply management: Monitor and order, with approval, office supplies and equipment, ensuring the office and facilities are well-stocked and functional.
- Special projects: Assist with the annual meeting, assist with providing access to units during annual pest control and smoke detector testing. Other special projects and duties as assigned by Board members to support the overall goals of the Association.
Qualifications
- High school diploma or equivalent; associate or bachelor’s degree is preferred.
- Proven experience in an office with clerical or administrative experience, and customer service experience, preferably within a condominium Association.
- Proficiency in Word, Excel, and Gmail is required.
- Excellent written and verbal communication skills.
- Strong organizational skills with attention to detail.
- Ability to multitask, prioritize, and manage time effectively.
- Discretion and the ability to handle confidential information with professionalism.
- A positive, professional, and friendly demeanor.
- Willingness to jump in and assist if needed. Team player.
Job Type: Full-time
Pay: $18.00 - $22.00 per hour
Work Location: In person
