Associa
Administrative Assistant
Associa-PCM is looking for a self-motivated, personable and detail-oriented professional to provide extraordinary customer service to the Association's homeowners, and excellent administrative support to the on-site office and General Manager. This position is full time, Monday-Friday from 9am-5pm in Irvine, CA. Position Description: Administrative Assistant will assist the on-site management office with a wide variety of administrative and staff support services, and independently perform office work directly related to property management and general business operations of the association. Job Duties and Responsibilities include, but are not limited to: General Administrative Greet and assist those visiting the on-site office. Process and distribute incoming and outgoing mail and deliveries; arrange for pick-up and deliveries of documents from storage as necessary. Receive and respond promptly to incoming telephone calls. Field and respond promptly to inquiries via telephone, email, written correspondence, TownSQ requests or in person; follow through on various requests and/or refer to General Manager. Organize and prepare correspondence relating to association business. File and maintain homeowner, vendor, etc. hardcopy files and documents. Organize and maintain work space, file and stock rooms; alert General Manager of low supplies and assist in supply stocking and distribution. Process print jobs, scanning and faxing as general office support. Management Support Assist General Manager in keeping pertinent Association and homeowner data current in directory, computer C3 program; update files in shared drive and/or the appropriate binders and homeowner files. Assist General Manager in preparing newsletters, flyers, meeting agendas and other various documents, (e.g., maintenance service or projects, activities, meetings, etc.). Assist General Manager in updating management reports, and compiling documents and copies for Board meeting packages. Assist General Manager in preparing annual disclosure and financial statement packages, annual meeting notifications, annual election ballots; arrange bulk mailing of same within the time frames set by statute or governing documents. Assist General Manager in posting announcements or documents to TownSQ. Assist General Manager with property inspections for services needed, prepare work lists, and schedule repairs when required/approved. Assist General Manager in obtaining bids from vendors for maintenance issues. Attend Board meetings as requested. Assist in the set up and break down for Board of Directors and Committee meetings, and social activities as needed. Assist Board members and community volunteers as requested by General Manager. Relieve General Manager with job tasks on an as needed basis. Homeowner Support Assist homeowners in registering on TownSQ and setting up Autopay. Distribute homeowner key fobs per rules, receive and log FOB number(s), receive and log any payment. Receive Clubhouse rental applications, fees and refundable deposits from homeowners; schedule rentals, log rental and payments, maintain rental calendar/binder; checks Clubhouse keys in and out for scheduled rentals. Distribute architectural, design, and landscape application forms and rules to homeowners as requested. Receive and check architectural, design, and landscape applications for completeness. Receive and log-in completed application forms, architectural plans and associated documents from homeowners. While the list above is an extensive list of job responsibilities, it is expected that an individual in this position is hands-on and flexible in performing, assisting, and/or supervising any necessary task that is requested by the Association and/or the General Manager. Management reserves the right to add, modify, change, or rescind the work of different assignment positions. Compensation: $23.00 to $28.00 Depending On Experience Requirements
Be familiar with association governing documents, Rules and Guidelines, Board policies and procedures, homeowner forms/applications and their requirements. Knowledge of and proficiency in Microsoft Office products (Word, Excel, Outlook, and Publisher). Proficient in operating general office equipment (copier, fax, phone, etc.). Knowledge of typical business correspondence, (grammar, structure, punctuation, spelling, etc.) at a proficient level. Professional communications skills, (phone, interpersonal, written, verbal, etc.) Ability to maintain a positive, cordial, businesslike relationship with owners, residents, contractors, and the general public. Ability to perform administrative tasks, work without supervision, and work cooperatively with other staff members. Ability to handle multiple tasks simultaneously, to establish priorities, and meet deadlines. Confidentiality and discretion in the performance of all duties and responsibilities. Participate in Associa training, including Associa University webinars, etc. as needed. Education and Experience Twoyear degree or applicable job-related experience required. Two years of customer service experience required. Two years of general office experience required. 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.
Associa-PCM is looking for a self-motivated, personable and detail-oriented professional to provide extraordinary customer service to the Association's homeowners, and excellent administrative support to the on-site office and General Manager. This position is full time, Monday-Friday from 9am-5pm in Irvine, CA. Position Description: Administrative Assistant will assist the on-site management office with a wide variety of administrative and staff support services, and independently perform office work directly related to property management and general business operations of the association. Job Duties and Responsibilities include, but are not limited to: General Administrative Greet and assist those visiting the on-site office. Process and distribute incoming and outgoing mail and deliveries; arrange for pick-up and deliveries of documents from storage as necessary. Receive and respond promptly to incoming telephone calls. Field and respond promptly to inquiries via telephone, email, written correspondence, TownSQ requests or in person; follow through on various requests and/or refer to General Manager. Organize and prepare correspondence relating to association business. File and maintain homeowner, vendor, etc. hardcopy files and documents. Organize and maintain work space, file and stock rooms; alert General Manager of low supplies and assist in supply stocking and distribution. Process print jobs, scanning and faxing as general office support. Management Support Assist General Manager in keeping pertinent Association and homeowner data current in directory, computer C3 program; update files in shared drive and/or the appropriate binders and homeowner files. Assist General Manager in preparing newsletters, flyers, meeting agendas and other various documents, (e.g., maintenance service or projects, activities, meetings, etc.). Assist General Manager in updating management reports, and compiling documents and copies for Board meeting packages. Assist General Manager in preparing annual disclosure and financial statement packages, annual meeting notifications, annual election ballots; arrange bulk mailing of same within the time frames set by statute or governing documents. Assist General Manager in posting announcements or documents to TownSQ. Assist General Manager with property inspections for services needed, prepare work lists, and schedule repairs when required/approved. Assist General Manager in obtaining bids from vendors for maintenance issues. Attend Board meetings as requested. Assist in the set up and break down for Board of Directors and Committee meetings, and social activities as needed. Assist Board members and community volunteers as requested by General Manager. Relieve General Manager with job tasks on an as needed basis. Homeowner Support Assist homeowners in registering on TownSQ and setting up Autopay. Distribute homeowner key fobs per rules, receive and log FOB number(s), receive and log any payment. Receive Clubhouse rental applications, fees and refundable deposits from homeowners; schedule rentals, log rental and payments, maintain rental calendar/binder; checks Clubhouse keys in and out for scheduled rentals. Distribute architectural, design, and landscape application forms and rules to homeowners as requested. Receive and check architectural, design, and landscape applications for completeness. Receive and log-in completed application forms, architectural plans and associated documents from homeowners. While the list above is an extensive list of job responsibilities, it is expected that an individual in this position is hands-on and flexible in performing, assisting, and/or supervising any necessary task that is requested by the Association and/or the General Manager. Management reserves the right to add, modify, change, or rescind the work of different assignment positions. Compensation: $23.00 to $28.00 Depending On Experience Requirements
Be familiar with association governing documents, Rules and Guidelines, Board policies and procedures, homeowner forms/applications and their requirements. Knowledge of and proficiency in Microsoft Office products (Word, Excel, Outlook, and Publisher). Proficient in operating general office equipment (copier, fax, phone, etc.). Knowledge of typical business correspondence, (grammar, structure, punctuation, spelling, etc.) at a proficient level. Professional communications skills, (phone, interpersonal, written, verbal, etc.) Ability to maintain a positive, cordial, businesslike relationship with owners, residents, contractors, and the general public. Ability to perform administrative tasks, work without supervision, and work cooperatively with other staff members. Ability to handle multiple tasks simultaneously, to establish priorities, and meet deadlines. Confidentiality and discretion in the performance of all duties and responsibilities. Participate in Associa training, including Associa University webinars, etc. as needed. Education and Experience Twoyear degree or applicable job-related experience required. Two years of customer service experience required. Two years of general office experience required. 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.