Administrative Assistant II

The Administrative Assistant II is responsible for performing administrative support of on-site office and Association operations.

This position will work closely with the office Managers and Coordinators to support them with general operations and meetings of the Association.

RESPONSIBILITIES


* This position reports to the Office Manager.


* Supports the workflow of a specific department or team.


* Answers and directs phone calls, including distribution of off-hours messages.


* Provides back up support to other Administrators including the Front Desk.

Assists and directs all guests, clients and customers for meetings, appointments and service.


* Provides customer service and support to Residents for rentals and reservations.


* Performs general office support duties including: copying, filing, mailing and faxing; maintaining office directories and filing systems; managing office supplies.

May also perform support tasks related to customer service, finance and human resources as needed.


* Schedules meetings, books conference rooms and assists in meeting support.

Initiates action items from manager's meeting notes and distributes accordingly.


* Prepares basic correspondence (email, letter, etc.) as directed by manager and appropriate team members.


* Data entry required.

Process, filter, and prepare work orders.


* Assists Managers and Coordinators with Board/Committee reports and meeting preparation.


* Assists with special projects as needed.


* Other duties as assigned.

This is NOT a remote work position.

Must work on-site in office environment.

Education/Experience : High School Diploma or GED and 2-3 years related experience.

Community management or HOA experience preferred.

Technical : Intermediate proficiency with Microsoft Office applications & internet.

Ability to learn new software quickly.

Working knowledge of post office protocol, mail processing, work order systems & handling.

Attention to detail and professionalism required.

Communication : Communicates clearly & professionally.

Contributes to a positive internal & external customer experience.

Maintains composure in challenging situations.

Collaborates with others.

Asks for constructive feedback.

Problem Solving & Quality : Pays attention to detail.

Identifies & solves problems.

Escalates issues accordingly.

Checks work for quality.

Shares suggestions to improve quality & productivity.

Managing for Results : Works independently with minimal supervision.

Takes projects to completion.

Follows all company policies & SOPs.

Manages multiple tasks.

Demonstrates flexibility in workflow & scheduling.

Leadership & Initiative : Demonstrates a positive attitude.

Acts in accordance with company vision, mission & values.

Takes accountability for own performance.

Willing to take on additional assignments.

Seeks out opportunities for development.

PHYSICAL DEMANDS

The work environment is characteristic of an office environment: sitt...