Admin Assistant

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

Goodwin & Company is looking for a highly motivated, detail-orientated Administrative Assistant (AA) with office Management experience for a fast-growing company. Your mission would primarily be to assist the Community Association Manager (CAM) with daily community operations. AA’s are to establish and maintain a professional, service-oriented relationship with coworkers, Association Managers, homeowners, vendors, and service providers. This position involves daily contact with homeowners and board members which requires an individual who is well-spoken, customer service-oriented, and who can multi-task at a quick but accurate pace.

ROLE PURPOSE

The Administrative Assistant exists to ensure residents, board members, and guests experience prompt, knowledgeable support and a well-run, welcoming community - extending the Onsite Manager's leadership into every interaction, request, and event, and delivering the ease and reliability at the heart of Community Living Made Easy.

CRITICAL SUCCESS FACTORS

1. RESIDENT & BOARD RESPONSIVENESS - Residents and board members experience timely resolution of requests and issues - with voicemails returned within 24 hours, emails and TownSq requests addressed within 48 hours, and work orders tracked through to completion - so nothing falls through the cracks.
2. BOARD MEETING PREPAREDNESS - Board members enter every meeting fully prepared and confident, with accurate meeting notices, board packets, and annual meeting agendas delivered complete and on schedule.
3. INFORMATION ACCURACY & ACCESSIBILITY - Boards and residents can rely on accurate, current, and easy-to-find information - from financial reports and community records to contact directories and the community website - reflecting an office that is organized and dependable.
4. RESIDENT ENGAGEMENT & WELCOME - New and existing residents feel welcomed, informed, and engaged in community life - evidenced by orientation completion, strong event attendance, and positive resident feedback.
5. AMENITY & OFFICE OPERATIONS - Residents and guests consistently experience amenities, reservations, and office operations running smoothly - reinforcing that this is a community that simply works.

Duties include but are not limited to:

• Become familiar with each association’s documents as they relate to your service role
• Respond to phone calls, voicemails and emails- within 24 hours (Forward non-routine/urgent calls to Manager immediately)
• Work with the manager on violation letters as requested.
• Work with the ACC department communicating with homeowner when necessary for more information, updating homeowners of the status the application, etc.
• Draft and mail letters to parties as requested by CAM- 2 business day

Process community mailings, special notices, meeting notices, etc.- 2 business days

• Electronically file community related documents via company platform- daily
• Maintain/program entry gates directories- within 24 hours
• Process entry gate opening and maintenance requests via company platform during regular business hours- within 24 hours
• Process, maintain, program and distribute pool tags/keys/cards/fobs- within 24 hours
• Rotate as Receptionist on scheduled basis
• Assist CAM in preparation of Board meeting packets- as needed
• Prepare and process Annual Meeting Notices- time sensitive, 3 business days
• Prepare Annual Meeting materials; Welcome Packet and registration information- 2 days
• Attend Board and/or Annual meetings with CAM(s) when necessary. May be required to take meeting minutes. Note: Meetings may be held in the evening after regular working hours- as needed
• Maintain a current hardcopy and e-file community information sheet (hotsheet)- as needed
• Complete miscellaneous tasks as requested for CAM support and assist in other large scale projects- as needed
• Maintain community websites via company platform- as needed
• Act as back-up for after-hours emergency contact. The CAM is the first point of contact- as needed per emergencies occur
• Review, code and process invoices for payment of services – daily within 24 hours
• Other Responsibilities- this list should not be considered to be all encompassing and is subject to change

Compliance Drives:

• Visually inspect properties within Association for Deed Restriction Violations
• Process and mail notices pertaining to Deed Restriction Violations
• Answer customer phone calls and emails
• Attendance of monthly meetings

Requirements

Requires a high school diploma or GED; Associates degree preferred.

• Six to twelve months of related clerical or administrative support experience required;
• Must have excellent customer service, computer and typing skills, along with proficient skills with Microsoft Office Suite and the internet.
• Must be able to adapt to management software and computer programs utilized by the company and self-teach through hands-on training and training guides.
• Knowledge of business correspondence including rules of grammar, sentence structure, punctuation, spelling and attention to detail.
• Ability to interpret and follow verbal and written instructions.
• Ability to communicate effectively, both verbally and in writing and exercise diplomacy.
• Superior communication and interpersonal skills with colleagues and clients.
• Demonstrate interpersonal skills necessary to effectively interface with all levels of personnel and work in a team environment.
• Will exhibit a positive business relationship with all coworkers.
• Must be highly organized and know how to prioritize while working independently with minimal supervision or while in communication with team

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.