Community Association Administrative Assistant

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Job description

Benefits:

• Opportunity for advancement
• Paid time off
• Training & development

We are seeking a bilingual (English and Spanish) Administrative Assistant with 3-5 year experience in community association with a positive attitude to join our team in one of our Miami location

Must have exceptional customer service experience. Handle all inbound calls to head office in a professional, courteous manner providing the highest level of customer service to avoid and minimize complaints. Answer all general inquiries from homeowners including but not limited to account balances, association dues, violations, etc. Greet walking clients and other visitors to head office in a professional and courteous manner

Job Responsibilities
Essential Duties & Responsibilities

• Initiates contact with new resident representatives to coordinate the move-in process, provides an introduction and orientation to the staff and building, reviews available services, and reviews the building rules and regulations.
• Sets and adheres to the highest standards of performance and instills them in the staff by personal follow-up to ensure that the service being delivered.
• Prepare access control for residents and update the system fobs systems.
• Responds to phone calls and correspondence in a timely and professional manner.
• Responsible for abstracting all new residents and tenant leases into the management software Property Management system on a timely basis and approving tenant rent statements.
• Maintain a professional relationship with the BOD, Unit Owners, and vendors.
• Organizes time effectively and successfully balances the competing demands of assisting in multiple projects.
• Processing of all accounts payables for the Association. Assist residents in general. Attend to all residents needs in a courteous manner.
• Prepare weekly report, maintain and uploads all documents into the management support systems (Data X Share Folder) accurately.
• Ensure all contractors provide a certificate of insurance naming the Association and Cadisa Inc as additional insured and certificate holder (refer to COI sample). Obtain a copy of all business licenses from contractors. Update all documents accordingly.
• Schedule all move IN/Outs and delivery request all proper documents and update system accordingly.
• Maintain accurate records, files and communication pertinent to the Association office. Organizes all files and policies as per the company's standards.
• Update Association communication regularly - Update Bulletin boards, prepare Association newsletter, update Association website.
• Processes violations, work orders, architectural control applications, lease applications, and sale applications regularly on a monthly basis as required.
• Keeps up to date equipment maintenance logs, inventory, and update preventive maintenance log quarterly.

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