Condminium Association Administrative Assistant

Job Description

Job Description

Requirements

• Ability to communicate effectively orally and in writing

• Proficient in English (verbal and written)

• 2+ years' experience in an administrative assistant role

• Basic computer skills

• Attention to detail
• Good organizational and time management skills

• High School Diploma or GED Equivalent
• Knowledge of HOA/CONDO

• Excellent customer service skills
• Ability to establish and maintain productive working relationships with staff, vendors, homeowners and residents

• Working knowledge of association documents, a plus
• Proficient in Microsoft Office suite of programs: Word, Excel, and Outlook

Responsibilities

• The Assistant CAM is accountable for supervising the work done within the communities by contracted vendors and onsite staff who provide maintenance and security
• This position will also assist in maintaining account information

• The Assistant CAM will report to the Community Association Manager
• Create and send email communications for residents and or homeowners

• Participate in advisory groups as needed
• Update homeowner's account information daily

• Provide requested account and community information to authorized homeowners and vendors
• Prepare and distribute welcome packages to new homeowners

• Association Meeting attendance may be required if CAM cannot attend.
• May need to be on call on days Maintenance Supervisor or CAM are unavailable.

• Record and document daily/weekly/monthly maintenance reports
• Contribute to the Architectural change and approval process by submitting applications to the Architectural Review Committee for review, notifying homeowners regarding missing documents, assisting homeowners with use of the web portal and communicating status to Directors
• Perform routine inspections of community & common areas to ensure proper maintenance services are being fulfilled
• Conduct community & common area inspections by providing a complete, timely and effective covenant enforcement service including issue and follow-up of violation notices for noncompliance and taking corrective action as required

• Assist Community Manager and assigned advisory groups with vendor management process to include bidding, hiring and monitoring vendors to ensure professional contract management practices
• Manage the vendor work order process and communicate scheduling with vendor and residents
• Draft and submit compliant and timely meeting notices, board and committee packets and meeting minutes for Community Directors to review and approve prior to distribution
• Maintain electronic paper file storage and retentions
• Ensure the timely, efficient handling and resolution of each inquiry, request, dispute or complaint by establishing needs, investigating problems and identifying and implementing agreed upon solutions
• Ensures the on time, on budget completion of special projects that meet agreed objectives by confirming details, developing and implementing project plans (resources, tasks, timelines), tracking progress and reporting progress as required
• Respond and assess after-hour urgent matters to determine the priority of the situation in the absence of the CAM.
• Attend and assist with community events as needed

WORKING CONDITIONS AND PHYSICAL DEMANDS

• Works on-site within the community 100% of the time

• Must be able to stand for extended periods, sit; walk; use hands and fingers to feel and handle; reach with arms and hands; talk, hear, stoop, kneel and crouch; lift weight or exert force of up to 30lbs
• Must have the ability and be willing to work occasional nights or weekend days for job / community related functions if/when CAM cannot assist.

Rental Heroes is a Property Management company. We manage properties in Central Florida and Chicago as well as manage HOA's in Florida.

Company Description

Rental Heroes is a Property Management company. We manage properties in Central Florida and Chicago as well as manage HOA's in Florida.