Administrative Assistant at Associa

San Diego, California, United States -

Full Time

Start Date

Immediate

Expiry Date

17 Jul, 26

Salary

23.0

Posted On

18 Apr, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Microsoft Office, Customer Service, Administrative Support, Data Entry, Communication, Time Management, Detail-oriented, Organization, Record Keeping, Vendor Coordination, Office Equipment Operation, Problem Solving, Professionalism, Confidentiality, Reporting

Industry

Real Estate

Description

The Administrative Assistant supports multiple communities and assists the General Manager with general office activities, projects, and administrative tasks. Provides customer service support and operates as the initial point of contact for homeowners and vendors, both in person and via phone. This position includes nights and weekends. Essential Duties and Responsibilities * Update and file association documents for the Community Manager and General Manager. * 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. * Review work order requests and update statuses daily. This may include running reports, contacting vendors, and updating software. * Review reservations for amenity rentals, coordinate rental statuses, conduct walk-throughs with residents, and update janitorial staff for set-up. Other Duties and Responsibilities * Organize and prepare correspondence relating to association business. * Receive and respond to incoming calls from homeowners, Board members, and vendors. * Follow through on various requests. * Prepare and assist the Community Manager with monthly board packages, violation letters, and other in-house mailings. * Distribute parking tags and Rec Center fobs. Update annual parking tags monthly. * Update the community bulletin board. * Run weekly reports and provide updates in multiple operating systems, including TownSq, C3, and Branch Access. * Complete and submit architectural applications, communicate results with homeowners, and generate Board Packet letters in C3. * Restock ping pong supplies and general recreation center management. * Other duties as assigned. Compensation: $19–$23/hr; direct experience is highly considered Employment Type: Full-Time Work Location: 9610 Waples St. San Diego, CA 92121 Qualifications * 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. Alerts the Office Manager of low supplies and assists 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

Responsibilities

The Administrative Assistant supports community management by handling office activities, processing documents, and maintaining association records. They serve as the primary point of contact for homeowners and vendors while coordinating amenity rentals and facility operations.