Office Administrator

Position Summary:

Perform the necessary tasks to successfully maintain the overall operations of the assigned office under the direction of the Regional Director. Provide ongoing customer service to internal and external customers, establish, and maintain strong vendor relationships, prepare, and process correspondence, maintain office equipment, maintain office supply inventory, manage conference room schedules, and required set up on a daily basis. Provide administrative support to the Regional Director, Area Manager, and designated Community Managers.

Position Responsibilities:

Provide administrative support, and other tasks as directed by the Regional Director, Area Manager, and Community Managers.

Develop a working relationship with the Director of Administrative Services to ensure continuity between offices with regards to processing portfolio documents (architectural applications, appeals and other resident correspondence).

Maintain positive, productive relationships with Community Managers, assessing their community’s needs and provide leadership to the local office administrative team as necessary.

Extend top-notch customer service and problem resolution, via phone and face-to-face interaction to board members and residents.

Provide traditional office support by maintaining calendars and appointments, composing correspondence and creating/maintaining database information.

Arrange various meetings (times/locations) and prepare all correspondence necessary to notify included parties.

Work with vendors to provide direction and collect bids as directed by the Regional Director.

Perform general financial duties that include accounts payables, accounts receivables, invoice coding.

Maintain accurate and current association records.

Perform account reconciliation for all vendor credit accounts to ensure proper billing to all communities.

Review, reconcile and create utility billing for condo association monthly utilities.

Ensure organization and replenishment of office supplies.

Operational contact for maintenance vendors (ceiling leaks, copier/fax machine repairs, climate control issues, etc.).

Perform other related duties as directed. Knowledge, Skills, and Abilities:

Ability to multitask and prepare and process large amounts of administrative and customer request items while being detail oriented.

Ability to handle multiple tasks simultaneously, establish priorities and meet deadlines.

Exceptional organization and tracking skills.

Ability to function efficiently in a fast-paced, demanding environment.

Ability to proficiently utilize computer programs and database systems, including Microsoft Office, internet, and email systems.

Ability to interact and work positively and effectively with homeowners and staff at all levels.

Advanced communication skills both verbal and written.

Superior customer service skills and phone etiquette.

Ability to work collaboratively and cooperatively within the department as well as with other departments. Minimum Requirements:

High school diploma or GED and three (3) years of experience working in a receptionist, administrative support, or similar role involving ongoing customer service for internal and external customers.

One (1) or more years of general accounting experience.

Polished and professional attitude and appearance. Preferred Qualifications:

High school diploma or GED and two (2) years of experience working in a receptionist and/or Administrative Assistant role within an HOA/Property Management organization.

One (1) or more years of general accounting experience. Physical Demands & Work Environment:

Utilizing a computer in an office setting.

Moving tables and chairs for conference room setup.