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\n \n Job Description
Job Title: Administrative Assistant
\n\nReports To: General Manager
\n\nRegular Hours: 20 hours per week
\n\n\n\n\n\n\nFundamental Job Function:
\nTo help support the Management Team in overseeing the various general day-to-day operations of the condominium. This includes a multitude of administrative tasks, and assistance with the continued development of the concierge and maintenance staff.
\nDuties and Responsibilities:
\n\nProvides responsive customer service to all residents\nComposes communications to residents, board members and TDG to include but not limited to:\n\nViolation Letters\nEmergency forms\nWelcome Packets\nSale of unit packets (as requested)\nUpdates to resident handbooks, or other similar documents, as changes occur\nAll other communications as requested and approved by Property Manager\n\nAssist with ongoing training and implementation of staff.\nProactively engage Property Management with a list of any open items.\nProvide extra oversight and training of staff to ensure all expectations are met.\nAssist in conducting routine property inspections and service evaluations, monitoring compliance of policy and procedures.\nEnsure Concierge Convenience inventory remains stocked with all inventory items if applicable. Replenish items as needed.\nOrder supplies as needed\nAssist team with special requests that arise on property.\nAssist the Property Manager in ensuring that the quarterly Newsletter is completed as a team effort and remains relevant and engaging.\nAssist Property Manager with establishing “neighborhood partnerships” with local businesses to provide residents with elevated luxury services.\nOversee Maintenance Operations and follow through with work requests.\nAssist Property Manager and Superintendent with the scheduling of various preventative maintenance services per annual contracts and follow up with vendors on all repair recommendations. \nMaintain a flexible schedule and assist with coverage as needed.\nAssist Property Management with all aspects as it relates to project management.\nAssist with proper record keeping and shredding of documents (both electronic and hard copies).\nAssist with the processing of all invoices and billbacks as it relates to the commercial and residential unit owners. \nAnswer phone, take messages.\nWelcome and acknowledge all guests according to company standards.\nHandle all residents, guests, and vendor interactions with the highest level of professionalism.\nAssist residents by resolving inquiries and complaints and communicating all pertinent information to management.\nReceive and enter all maintenance requests in BuildingLink/MyDartmouthGroup.com properly and accurately.\nRespond to all resident requests in an accurate and timely manner making recommendations based on local knowledge and practices.\nDuties may include controlling and monitoring security cameras to maintain a secure environment for our residents.\nEnsure all common areas are maintained in a professional and clean manner during shift.\nFollow all safety and security policies, programs, and procedures.\nBe able to handle crisis situations in the event of an emergency and/or fire emergency.\nBecome familiar with The Dartmouth Group’s SOP and general condominium law. Familiarize yourself with association’s documents.\nAdditional tasks as deemed necessary by management.\n\n\n\n\n\n\n\n\n\n\n\n\n Requirements\n\n\n\n\n\nRequirements and Qualifications:
\n\nGraduate of an accredited college or university preferred.\n3+ years’ experience in one-on-one training/coaching and or property management experience preferred.\nExperience in the hotel, hospitality, and customer service industries strongly preferred.\nAbility to implement quality assurance standards.\nA proficient presenter, instructor, facilitator, and communicator.\nOrganizational with attention to detail.\nPositive, outgoing, and attentive demeanor – high energy individual.\nStrong analytical and creative problem-solving skills—measurable, results-driven.\nSelf-directing work method with the ability to work with little direct supervision.\nAbility to demonstrate a history of proven reliability and consistency.\nProficient word processing and strong computer knowledge including programs such as Microsoft Word, Excel, PowerPoint, and Outlook.\n\n\n\n\n\n
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.