Administrative Assistant

The ideal candidate is comfortable working in a busy front-office environment and has strong working knowledge of Microsoft Word and Excel, along with the ability to learn and effectively use Vantaca, community camera systems, and other property management and administrative software.

Essential Duties and Responsibilities:

• Provide daily administrative support to the Property Manager and community management team.
  
• Greet and assist residents, homeowners, vendors, contractors, and visitors in a professional and courteous manner.
  
• Answer, screen, and direct telephone calls and respond to emails and general inquiries.
  
• Assist residents with questions, requests, forms, and community-related information.
  
• Perform data entry, filing, scanning, copying, document preparation, and other general administrative duties.
  
• Utilize Microsoft Word and Excel to prepare correspondence, reports, spreadsheets, notices, and other documents.
  
• Learn and utilize Vantaca for community management and administrative functions.
  
• Learn and monitor the community's camera/security systems and assist with related administrative responsibilities.
  
• Enter, update, and maintain accurate homeowner, vendor, and community records.
  
• Assist with work orders, maintenance requests, vendor communications, and follow-up as needed.
  
• Assist with preparing and distributing community notices, correspondence, forms, and other communications.
  
• Maintain organized electronic and physical files and ensure documents are properly retained.
  
• Assist with scheduling meetings, appointments, inspections, and other community activities.
  
• Coordinate and communicate with vendors, contractors, and service providers as directed by management.
  
• Process and track requests to ensure assignments are followed through to completion.
  
• Assist the management team with various administrative projects and special assignments.
  
• Maintain confidentiality when handling homeowner, financial, and community information.
  
• Perform other duties as assigned by the Property Manager or management team.