Part-Time Administrative Assistant

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

The Administrative Assistant supports and assists with general office activities and administrative projects, while providing customer service support. Under moderate supervision, this role may involve interaction with homeowners and board members. This is a part-time position reporting to the Pleasanton office: Diamond Grove – Vacaville, CA 95687.

Essential Duties and Responsibilities
• Update and file association documents for Community Managers
• Arrange delivery and pickup of documents from storage as needed
• Update homeowner and association information in C3 and shared files
• Process and distribute incoming and outgoing mail for the office and associations
• Handle print jobs, scanning, and faxing as general office support

Other Duties and Responsibilities
• Organize and prepare correspondence related to association business
• Receive and respond to incoming calls from homeowners, Board members, and vendors
• Follow through on various requests
• Review invoices for completeness and accuracy, and prepare payable vouchers for manager approval (if not completed by the Telephone Operator)
• Assist Community Managers with monthly board packages and in-house mailings
• Provide coverage for concierge/reception as needed
• Perform other duties as assigned

Compensation
$20–$22 per hour (direct experience highly considered)

Employment Type
Part-Time

Work Location
201 Bartlett Ln, Vacaville, CA 95687

Requirements

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Partner with multiple stakeholders, for example community managers, vendors, peers, clients.
• Ability to interpret verbal and/or written instructions at a proficient level.
• Ability to self-motivate, be proactive, detail oriented and successfully function as part of ateam.
• Ability to keep workspaces organized and maintained. Alerts Office Manager of low suppliesand assists in supply stocking and distribution.
• Ability to maintain confidentiality and discretion in the performance of all duties andresponsibilities.
• Knowledge of company policies, procedures, and forms.
• Must be able to work effectively with others in person and in group setting
• Must be able to prioritize, manage time, and meet deadlines.
• Must be able to interpret verbal and/or written instructions at a proficient level.
• Must be able to communicate effectively and professionally on phone, email, and in-person.
• Must be able to operate general office equipment (copier, fax, phone systems, etc.).

Education and Experience

• High School Diploma or GED Required
• At least one year of directly related or closely related experience

Working Conditions:

• Typical office environment
• Frequent social interaction

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.