Administrative Assistant II

JOB FUNCTION/PURPOSE

The Administrative Assistant II is responsible for providing administrative support of the on-site office, and primarily to perform compliance inspections and architectural reviews for the Association.

RESPONSIBILITIES

• This position reports to the Architectural Review & Compliance Lead.

• Supports the workflow for architectural reviews and compliance inspections.

• 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.

• 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.

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

• Data entry required. Process, filter, and prepare work orders.

• Performs compliance inspections daily. Process letters.

• Enter and process architectural applications as directed by the Lead. Process architectural responses when decisions are rendered as directed by the Lead.

• Respond to Resident calls, emails and in person inquiries related to compliance letters and architectural applications.

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

• Some evening/night property inspections may be required.

• Assists with special projects as needed. Other duties as assigned.

This is NOT a remote work position. Must work on-site in office environment.

QUALIFICATIONS

• Proficient in use of Microsoft Office software

• Possess effective and professional communication skills, both verbal and written

• Multi-tasking abilities essential

• Strong organizational, leadership and problem-solving skills

Education/Experience: High School Diploma or GED and 1-2 years related experience preferred. 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.

CERTIFICATES, LICENSES, REGISTRATIONS:

Valid Driver's License

PHYSICAL DEMANDS:

The work environment is characteristic of an office environment: sitting, standing, walking, bending and lifting are required to perform job responsibilities. The employee must occasionally lift and move up to 20 lbs. The employee will be required to drive and must be able to sit in a vehicle for extended periods.