Position: Executive Administrative Coordinator
Reports to : General Manager
Onsite Position: Highlands Ranch, Colorado
Work in a fast-paced, challenging team environment providing administrative support to immediate supervisor, Board of Directors, and other departments as needed.
ESSENTIAL DUTIES:
• Provides confidential administrative support to General Manager/Admin team to include
drafting and proofreading correspondence, daily monitoring of in/out boxes and mail
correspondence.
• Using Associa software programs , perform vendor set-up and maintenance, assist with
homeowner accounts, respond to feedback, etc.
• Planning and preparing for annual meetings, monthly board meetings and special meetings
to include attendance at these meetings as requested. To include preparing all necessary
copies, exhibits, notices, etc for these meetings. To include securing location for meetings as
requested.
• Provide admin support for ARC meetings as needed.
• Creating, updating, and maintaining reports to include contract files, board report,
delinquency reports, work order reports, and violation reports.
• Receiving, and responding to resident phone calls/e-mails for information, maintenance
requests or community issues within 24 hours and logging phone calls into Access system. To
include submitting service requests to maintenance staff, coordinating and updating service
appointments with residents and vendors on a regular basis.
• Updating and maintaining resident accounts to include owner notes and attorney status.
• Help to creating and maintain a community and team calendar to stay abreast of meetings,
special events, property inspections, special projects and other deadlines
• Provide phone support at reception desk as assigned.
• Prepare and assist with new homeowner welcome packets and run new homeowner orientations.
• Code and input all invoice reports from VMS for weekly check run
• Ensure that all office supplies are ordered and inventory maintained.
• Performs other duties as assigned.
Qualifications
KNOWLEDGE, SKILLS AND ABILITIES:
• Excellent “people” skills. Enjoys working with people
• Leader; ability to supervise others
• Assertive, Professional, and Poised Disposition. Adaptable.
• Ability to demonstrate good time management. Highly Organized.
• Ability to communicate effectively both orally and in writing. Ability to take meeting minutes
summarizing the key points of discussion and recording verbatim motions and votes as they
occur during the meeting.
• Ability to establish and maintain good working relationships with Board, staff, residents,
volunteers, and contractors.
• Review and have a general understanding of Governing documents, Design guidelines, and
meeting requirements for each Association
• Ability to maintain confidentiality of closed session material and personnel matters.
PHYSICAL DEMANDS/WORK ENVIRONMENT:
Work is conducted indoors in an office environment where employee must sit or stand for long periods of time. Employee may be required to repetitively lift and move up to 40 lbs. Employee is required to talk and hear and have the ability to focus and attend to long periods of discussion while taking minutes.
MINIMUM QUALIFICATIONS:
At least two years' experience as an Administrative Assistant or five years of comparable work experience. Strong computer skills with Microsoft Office and database software. Attention to detail required.
Benefits Summary:
Compensation/Salary Range:
With more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 45 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.
