Administrative Assistant

Capitol Companies is a full-service Property Management and Real Estate company providing Development, Construction, Realty Services, and Property Management to the Washington DC Metro area.

We are currently seeking an Administrative Assistant to support up to two (2) Community Portfolio Managers.

Essential Job Functions :

• Compose daily emails to residents, vendors and possibly Board members
• Process and code invoices for timely payment in our TOPS One Operating system.
• Assist in review of modification applications to ensure that they are complete before submission to the board of Directors.

Then follow up with decision from the board before appropriately filing the completed approved application.

• Assist in the annual budget mailer, annual meeting mailer and other time sensitive mailers for the community associations.
• Work travel necessary. Able to complete Community onsite inspections and project management as requested
• Assist in monitoring and completing resale disclosure packages for timely delivery and update documents as necessary.
• Assist managers to track the task lists for each community association.
• Assist with document and database management.
• Complete all necessary and required state regulatory applications and submit with payments as needed annually for all manager’s associations.

Examples but not limited to SCC, DPOR and completed Federal and State Taxes. File as required.

• Create and edit postings with updates and community information on the Community Association websites.
• Perform other customary administrative duties as necessary.
• Assist manager with ad-hoc projects as necessary to include but not limited to RFP’s and task list completion.
• Able to maintain and update multiple spread sheets and keep excellent records.
• Maintain managers calendars via Outlook, to include meeting dates and electronic login meeting information such as Zoom.
• Reports directly to the Office Manager.
• Must be flexible with scheduling changes.

Skills and Requirements :

• 1-3 years of office experience
• Community Association (HOA / CONDO) knowledge a plus!
• M100 is a plus. If not acquired yet, then an agreement to take the M100 basic management class within the first year of employment.
• Must have high level of interpersonal skills to handle sensitive and confidential situations.
• Must have excellent written and oral communication skills.
• Must continually demonstrate poise, tact and diplomacy.
• Must be a team player and be willing to work at tasks not within the job description when necessary.
• Continual attention to detail in establishing priorities.
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Must be able to work independently.
• Excellent command of the English language in communication and writing skills.
• Bilingual in Spanish and English is a plus but not required.
• Able to provide excellent customer service to the most difficult or discerning clients.
• Proficiency in software applications such as : Microsoft Word, Excel, Adobe and Outlook.

In addition to a competitive salary and performance bonus, we offer an excellent benefits package, which includes medical, dental, flexible spending, long-term disability, life insurance, and 401(k).

Principals only. Recruiters, please don't contact this job poster.