Job Description

The Administrative Assistant supports the daily operations and overall management of the building, ensuring efficient office functions and excellent resident service.

Key Responsibilities:

• Welcome new shareholders at closing, review building procedures (move-ins, parking, remotes, alterations, etc.), and provide welcome packages including rules and regulations
• Answer and direct phone calls; monitor and respond to emails, voicemails, and office mailbox daily
• Assist residents and visitors who enter the management office
• Maintain and track resident records, including insurance policies, amenity waivers, pet registrations, and resident profiles in BuildingLink
• Oversee and manage amenities, including the fitness center, community room, pool, and children’s playroom
• Review and approve BuildingLink postings
• Handle resident requests, including late fee waivers, legal inquiries, and work orders
• Coordinate and log Certificates of Insurance (COIs) for deliveries and vendors
• Manage all move-in and move-out procedures, including scheduling, documentation, and fee collection
• Process and track alteration applications, including required paperwork, permits, COIs, and approvals; update records in BuildingLink
• Manage key fob systems, including issuing new fobs and applying related charges in CINC
• Enter and bill completed owner work orders in BuildingLink and CINC
• Monitor and order office and staff supplies
• Assist with management of storage units and bike storage, including waitlists and account charges
• Process annual pool memberships
• Coordinate community room reservations, including scheduling, fee collection, and vendor COIs

Benefits

Medical Insurance

Dental Plan

Vision Plan

401k

Voluntary Life Insurance

Paid vacation, paid sick & personal time off

Paid holidays