Job Description

Associa is hiring a Administrative Assistant for its large scale HOA community in Prince William County.

The Administrative Assistant is the liaison among the General Manager, homeowners, members of the Board of Directors, Committee Members, and the association management staff. The Administrative Assistant is an onsite role who assists the General Manager with office, administrative and clerical functions, coordinating and scheduling, and project management. Team collaboration and customer service driven are essential for success in this role.

Daily responsibilities:

• Meet and greet homeowners, residents, members of the Board of Directors, maintenance vendors and contractors.
• Research and respond to inquiries in-person, by phone, and email.
• Activate and issue pool passes, parking passes, and key FOBS.
• Receive, sort, log, and distribute mail and packages.
• Data enter and update information in the database; record and track documents and information.
• Manage all email, correspondence, and communications to homeowners.
• Issues HOA violation letters to homeowners.
• Assist with maintenance requests and work orders; schedule and coordinate maintenance vendors and contractors for work to be done onsite.
• Assist in preparing board packages. Coordinate and schedule monthly and annual board meetings.
• Create and send out weekly mass communications by mail and email to homeowners notifying them of maintenance onsite, HOA guidelines, and community events.
• Assist homeowners with monthly payments and completing architectural review forms.
• Assist with other projects as assigned.

Qualifications

• High school diploma or GED required.
• 2+ years of administrative, clerical, or office assistant experience.
• Excellent communication skills, written and spoken, and conflict resolution techniques.
• Customer service driven and team oriented.
• Attention to detail, proactive, takes the initiative.
• Ability to prioritize and manage multiple projects simultaneously.
• Well versed in MS Office Suite (Word, Excel, Outlook).

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