Associa is hiring: Administrative Assistant in La Quinta

Job Description

The Administrative Assistant supports and assists general office activities and projects with administrative tasks, providing customer service support. Under moderate supervision, work may involve contact with homeowners and board members.

Essential Duties and Responsibilities

• Update and file association documents for Community Managers; arrange 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 associations.
• Process print jobs, scanning and faxing as general office support when needed.

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.
• Review invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.
• Prepare and assist community managers with monthly board packages and in‑house mailings.
• Relieve concierge/reception on an as‑needed basis.
• Other duties as assigned.

Knowledge and Skills

• Knowledge of Microsoft Office products (Word, Excel, Outlook) at a proficient level.
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling) at a proficient level.
• Partner with multiple stakeholders such as community managers, vendors, peers, 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; alert Office Manager of low supplies and assist 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 communicate effectively and professionally on 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.

Physical Demands

Employees are regularly required to stand, reach above shoulders, use hands and fingers to input data, and talk or hear in order to gather and provide information. The employee is often required to sit while processing information and conducting data entry activities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Environmental Demands

Work is performed in a climate‑controlled office without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Seniority Level

Entry level

Employment Type

Part‑time

Job Function

Administrative

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.