Administrative Assistant

The Administrative Assistant supports multiple communities and assists the General Manager with general office activities, projects, and administrative tasks. Provides customer service support and operates as the initial point of contact for homeowners and vendors, both in person and via phone. This position includes nights and weekends.

Essential Duties and Responsibilities

• Update and file association documents for the Community Manager and General Manager.
• Arrange for the delivery and pick-up of documents from storage when necessary.
• Update homeowner and association information in C3 and shared files.
• Process and distribute incoming and outgoing mail for the office and the associations.
• Process print jobs, scanning, and faxing as general office support when needed.
• Review work order requests and update statuses daily, including running reports, contacting vendors, and updating software.
• Review reservations for amenity rentals, coordinate rental statuses, conduct walk-throughs with residents, and update janitorial staff for set-up.

Other Duties and Responsibilities

• Organize and prepare correspondence relating to association business.
• Receive and respond to incoming calls from homeowners, Board members, and vendors.
• Follow through on various requests.
• Prepare and assist the Community Manager with monthly board packages, violation letters, and other in-house mailings.
• Distribute parking tags and Rec Center fobs; update annual parking tags monthly.
• Update the community bulletin board.
• Run weekly reports and provide updates in multiple operating systems, including TownSq, C3, and Branch Access.
• Complete and submit architectural applications, communicate results with homeowners, and generate Board Packet letters in C3.
• Restock ping pong supplies and assist with general recreation center management.
• Other duties as assigned.

Compensation: $20–$24/hr; direct experience is highly considered

Employment Type: Full-Time

Work Location: 6600 Hunter Drive, Rohnert Park, CA 94928