Onsite Part Time Administrative Assistant at Associa Canada

Dallas, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

03 Jul, 26

Salary

21.0

Posted On

04 Apr, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Microsoft Office, Customer Service, Administrative Support, Vendor Communication, Data Entry, Time Management, Communication, Record Keeping, Invoicing, Compliance Inspections, Office Equipment Operation, Professional Correspondence, Attention To Detail, Problem Solving, Organizational Skills

Industry

Real Estate

Description

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 Onsite Part Time Administrative Assistant The Community Onsite Administrative Assistant supports and assists general office activities and projects of the association with administrative tasks and provides customer service support. Under moderate supervision the position reports to the onsite General Manager and work will involve contact with homeowners and board members. This position is located at an onsite HOA community in Rockwall, TX. The position will be Monday through Friday at approximately 25 hours per week, 10 am to 4 pm. There may be some flexibility with the hours. There will also be occasional evening board meetings to attend. Job Duties and Responsibilities Duties include, but are not limited to: • Vendor Communication – scheduling vendors, paying invoices, working directly with the board to coordinate on needed repairs • Homeowner Communication – assist with communication with homeowners who come into the office onsite, via email, via TownSq, or on the Association’s website • Compliance Inspections – conduct community inspections, issue violations, mail violations • Clubhouse Reservations – tracking, take deposits, coordinate the clubhouse monitor, and schedule reservations • Payments for Reservations/Parties – bank runs to Inwood Bank on Monday mornings • Attend board meetings with the General Manager and take minutes at the meetings • Process minor violations • Organize and prepare correspondence relating to association business • Receive and respond to incoming calls from homeowners, board members, and vendors and follow through on various requests • Review invoices for completeness and accuracy of charges and prepare payable vouchers for manager’s approval • Process and distribute incoming and outgoing mail for the office and associations • Prepare and assist community managers with monthly board packages and in-house mailings • Update homeowner and association information in C3 and shared files • Keep workspaces organized and maintained and alert General Manager of low supplies and assist in supply stocking and distribution • Process print jobs, scanning, and faxing as general office support when needed • File association documents for General Manager and arrange for delivery and pickup of documents from storage when necessary • Process gate requests • The preceding functions have been provided as examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, change, or rescind the work of different assignment positions • Other duties as assigned Compensation: $21/hour; direct experience is highly considered. Requirements Knowledge and Skills • Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level • Professional communication skills (phone, interpersonal, written, verbal, etc.) • Professional customer service skills • Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level • Interpretation and completion of verbal and/or written instructions at a proficient level • Knowledge of general office equipment (copier, fax, phone systems, etc.) • Confidentiality and discretion in the performance of all duties and responsibilities • Time management and time-critical prioritization skills Education and Experience • High School Diploma or GED required • 0–3 years of directly related or closely related experience Working Conditions • Typical office environment • Frequent social interaction 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.

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Responsibilities

The administrative assistant will manage daily office operations, including vendor coordination, homeowner communication, and processing association documents. They will also assist the General Manager with board meeting preparation, compliance inspections, and financial tasks like invoice processing.