Job Description
The Administrative Assistant supports and assists with general office activities and projects through administrative tasks and provides customer service support. Under moderate supervision, the role may involve contact with homeowners and board members. This is a full-time position based in Walnut Creek, CA.
Essential Duties and Responsibilities
- Update and file association documents for Community Managers. 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
Other Duties and Responsibilities
- Organizes and prepares correspondence relating to association business.
- Receives and responds to incoming calls from homeowners, Board members, and vendors.
- Follow through on various requests.
- Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for the manager’s approval if not completed by the Telephone Operator.
- Prepares and assists community managers with monthly board packages and in-house mailings.
- Relieves the concierge/reception on an as-needed basis.
- Other duties as assigned.
Compensation:
$20-$24/hr per hour; direct experience is highly considered
Employment Type:
Full Time
Work Location:
3021 Citrus Circle #205 Walnut Creek, CA 94598
Qualifications
- Strong customer service skills, highly organized, detail-oriented, and proficient in computer applications.
- 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
