Administrative Assistant

Position Summary The Administrative Assistant provides comprehensive administrative, clerical, and financial support to the condominium management team and the association. This role includes managing accounts receivable and payable, assisting with the rental management program (if applicable), handling resident communications, maintaining records, and ensuring efficient office operations.

Essential Duties and Responsibilities

• Accounts Receivable (AR):

• Prepare and send invoices for monthly and special assessments to unit owners.

• Track and record payments accurately.

• Manage past due accounts, generate aging reports, and follow up with delinquent owners.

• Reconcile AR records with bank statements.

• Respond to billing and payment inquiries from residents.

• Accounts Payable (AP):

• Receive, review, and process vendor invoices.

• Obtain approvals and issue timely payments.

• Maintain accurate AP records and vendor files.

• Reconcile AP records with bank statements.

• Respond to vendor payment inquiries.

• Rental Management Program Support (if applicable):

• Assist in coordinating the on-site rental program.

• Process rental applications and agreements.

• Manage booking schedules and communicate with owners and guests.

• Coordinate unit preparation for rentals.

• Track rental income and expenses.

• Assist with distributing rental proceeds to owners.

• General Administrative Duties:

• Serve as the first contact for phone calls, emails, and inquiries.

• Maintain and organize office files, records, and supplies.

• Prepare correspondence, reports, and documents.

• Schedule meetings and appointments.

• Manage incoming and outgoing mail.

• Assist with resident communications such as newsletters and website updates.

• Coordinate vendor access and communication.

• Assist in planning and executing association meetings and events.

• Maintain resident and emergency contact information.

• Perform additional administrative duties as assigned.

Knowledge, Skills, and Abilities

• Excellent organizational skills and attention to detail.

• Strong written and verbal communication.

• Ability to prioritize tasks and manage time.

• Maintain confidentiality and handle sensitive information.

• Excellent customer service and interpersonal skills.

• Ability to work independently and in a team.

• Familiarity with property management software is a plus.

• Ability to sit for extended periods and use computer and telephone.

• Ability to lift and carry light office supplies.

Education & Experience

• High school diploma or equivalent required; associate's degree preferred.

• 5 years of administrative experience, preferably in property management or real estate.

• Experience with basic accounting principles and managing AR and AP.

• Rental management experience is highly desirable if applicable.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

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