Administrative Assistant

Administrative Assistant

The Administrative Assistant supports and assists with general office activities and projects with administrative tasks. Provides customer service support. Under moderate supervision, work may involve contact with homeowners and board members.

Associa offers a competitive benefits package to our full-time employees, including medical, dental, and vision insurance, 401k, disability insurance, and support with wellness and development initiatives and more. We have been designated a Great Place to Work for six consecutive years, and many of our locations have been awarded as Best and Brightest.

Compensation : $21.00 / hour; direct experience highly considered.

Employment Type : Full Time

Work Location : 1921 Palomar Oaks Way Suite 205 Carlsbad CA 92008

Essential Duties and Responsibilities

Update and file association documents for Community Managers. Arrange for the delivery and pick up of documents from storage when necessary.

Update homeowner and association information in C3 and shared files.

Process and distribute incoming and outgoing mail for the office and the Associations.

Process print jobs, scanning, and faxing as general office support when needed.

Other Duties and Responsibilities

Organizes and prepares correspondence relating to association business.

Receives and responds to incoming calls from homeowners, Board members, and vendors. Follow through on various requests.

Reviews invoices for completeness / accuracy of charges and prepares payable vouchers for the manager's approval if not completed by the Telephone Operator.

Prepares and assists community managers with monthly board packages and in-house mailings.

Relieves concierge / reception on an as-needed basis.

Other duties as assigned.

Requirements

Knowledge and Skills :

Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.

Professional customer service skills.

Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.

Partner with multiple stakeholders, for example, community managers, vendors, peers, and clients.

Ability to interpret verbal and / or written instructions at a proficient level.

Ability to self-motivate, be proactive, detail-oriented, and successfully function as part of a team.

Ability to keep workspaces organized and maintained. Alert the Office Manager of low supplies and assist in supply stocking and distribution.

Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.

Knowledge of company policies, procedures, and forms.

Must be able to work effectively with others in person and in group settings.

Must be able to prioritize, manage time, and meet deadlines.

Must be able to interpret verbal and / or written instructions at a proficient level.

Must be able to communicate effectively and professionally on the phone, email, and in person.

Must be able to operate general office equipment (copier, fax, phone systems, etc.).

Education and Experience :

High School Diploma or GED Required

At least one year of directly related or closely related experience

Working Conditions :

Typical office environment

Frequent social interaction

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.