Administrative Assistant, Passaic

Administrative Assistant

Come work at Associa! We are an industry leader in community association management and we are looking for a talented administrative assistant to join our team. If you're serious about your next move, Associa is an excellent place to grow your career. An Administrative Assistant is responsible providing clerical and administrative support to the lead Community Manager(s). The Administrative Assistant is the liaison to the lead Community Manager(s) and homeowners primarily, but will also occasionally interact with vendors, board members and committee members, as well as staff at the Associa Client Shared Service Center (CSSC) and within the branch office.Duties include but are not limited to: Field and respond promptly to the majority of homeowner inquiries via phone, e-mail, workorder, letter, and/or in person. Interact with vendors and assist with addressing emergency requests as necessary Update notes within homeowner accounts in C3 (Complete Control of Communities) of allconversations/correspondence with homeowner.Assist in preparing agendas, update management reports, and compile documents and copiesfor Board meeting packages. Prepare newsletters, flyers, and other various documents to inform homeowners ofmaintenance service or projects, activities, meetings, etc. Assist in preparing annual disclosure packages, annual meeting notifications, and annualfinancial statement packages for all homeowners and arrange bulk mailing of same within thetime frames set by state statute or governing documents.Assist lead Community Manager in monitoring corporate and client delinquency rates andcollections process for account portfolio. Maintain property files and unit files. Assist lead Community Manager with processing new homeowner welcome packets, ifapplicable. Assist lead Community Manager with issuing of key fobs, pool passes and processing accesskeys.Assist lead Community Manager with ARB (Architectural Review Board) application processingand perform on-site community inspections as necessary. Assist lead Community Manager with requests for proposals, repair quotes, insurancenotification lists. Assist lead Community Manager with update of property fact sheets in C3.Assist lead Community Manager in preparing homeowner CC&R violation letter andcommunicate results of hearings to homeowners within the time frames set by state statues or governing documents as needed. Assist homeowners with Associa corporate programs (website, portals, etc.) in accordance withlead Community Manager direction, client enrollment, and local office protocol.Participate in Associa training including Associa University webinars, etc. While the list above is an extensive list of job responsibilities, it is expected that the individual inthis position is hands on and flexible in performing, assisting, and/or supervising any necessarytask that is requested by our client and/or the management agent.Other duties as assigned. Requirements

Requirements: Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level. Knowledge of communities/property/real estate and homeowners associations. Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level. Knowledge of conflict resolution techniques at a proficient level. Professional communication skills (phone, interpersonal, written, verbal, etc.). Professional customer service skills.Self-motivated, proactive, detail oriented and a team player. Time management and time critical prioritization skills. High School Diploma or GED Required 0 -- 3 years of Community Association experience We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.