Administrative Assistant

** Start Date November 2nd,2026**

Essential Duties and Responsibilities:

·       Answer incoming telephone calls, emails, and resident inquiries in a professional and courteous manner.

·       Greet and assist residents, owners, guests, and vendors visiting the management office.

·       Provide general information regarding community policies, procedures, amenities, and services.

·       Assist the Property Manager with daily administrative and operational tasks.

·       Maintain accurate resident, owner, vendor, and property records.

·       Prepare, organize, scan, copy, and file documents and correspondence.

·       Process and track maintenance requests and work orders (including utilizing Vantaca and Building Link).

·       Contact vendors and contractors as directed by management and coordinate service appointments.

·       Assist with preparing notices, letters, memos, reports, and community communications.

·       Maintain calendars, meeting schedules, and appointment records.

·       Assist with Board of Directors meetings, including preparing meeting materials, notices, and sign-in sheets.

·       Assist with Architectural/ARC applications, violation correspondence, and other association paperwork as needed.

·       Process and distribute resident forms, applications (including lease, resale, and ARC), notices, and other community documents.

·       Assist with move-in and move-out procedures, orientations, and maintain related records.

·       Assist residents with amenity reservations, access devices, parking information, and other community services.

·       Maintain organized electronic and physical filing systems.

·       Assist with monitoring office supplies, placing orders when necessary, and handling credit card reconciliations.

·       Handle confidential resident and association information with discretion.

·       Perform data entry and maintain accurate information in property management systems.

·       Assist with preparing reports and spreadsheets using Microsoft Word and Excel.

·       Provide administrative support for community events and meetings as needed.

·       Perform other administrative duties and special projects as assigned by the Property Manager.