Administrative Assistant

Description

8899 Beverly and Rosewood Houses are seeking an organized, personable, and detail-oriented Administrative Assistant to support the General Manager and daily administrative operations of both residential communities. This position provides responsive service to residents, maintains accurate records, coordinates requests, and helps keep management projects and communications on track.

The ideal candidate takes initiative, follows through consistently, and handles confidential information with professionalism and discretion.

Key Responsibilities

• Provide administrative support to the General Manager, including scheduling, correspondence, document preparation, and deadline tracking.
• Respond to resident calls, emails, and inquiries; route requests appropriately and follow up on outstanding items.
• Maintain confidential resident information, association records, vendor files, and electronic filing systems.
• Prepare and distribute approved community notices, updates, and other communications.
• Assist with meeting preparation, including assembling agendas, board packets, and supporting materials under the General Manager’s direction.
• Receive and organize architectural applications, track required documents, and communicate application status as directed.
• Coordinate vendor appointments and property access with the concierge and engineering teams.
• Collect and track vendor insurance certificates and other required documentation.
• Assist with invoice processing, expense reports, purchasing, and supply inventory.
• Support move scheduling, deliveries, and other resident service coordination.
• Track assigned tasks and projects, providing timely updates to the General Manager.
• Work collaboratively with the concierge, engineering, valet, and other service teams.

Opportunity for Growth This role offers exposure to community association operations and opportunities for professional development and advancement based on performance and business needs.

Requirements

Qualifications

• Previous administrative or office support experience; experience in property management, hospitality, or a residential community is preferred.
• Strong organizational skills and the ability to manage competing priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Outlook, Word, and Excel, with the ability to learn property management software.
• A professional, welcoming manner and strong customer service skills.
• Accuracy in data entry, recordkeeping, and document preparation.
• Sound judgment and discretion when handling confidential resident, employee, and association information.
• Ability to work independently, take direction, and follow assignments through to completion.
• Reliable attendance and availability to work onsite Monday–Friday.