Administrative Assistant

5 days ago

Henderson, United States Nicklin Community Management Full time

Nicklin Community Management Services has been a family-owned company in the valley for over 20 years and is continually growing. Nicklin strives to maintain an excellent work environment for their employees and has several employees that have been with Nicklin for over 15 years. Nicklin is different from your typical corporate company. You are not a number but instead a welcomed team member. We are not your average company; we take pride in working as a team

Essential Duties and Responsibilities:

  • Processes violation letters, including courtesy, hearing, and fines. These are letters from the Board, Manager, minutes, etc. 
  • Ensures all fines are assessed according to the Governing Documents of that particular Association.
  • Copies all board packets and mail per Manager’s request, if needed.
  • Copies or scans and emails all financials for that particular month per Manager’s request.
  • Takes all phone calls concerning homeowner concerns and Board Member concerns. All calls can be routed to the Manager if needed.
  • Sends all new owner paperwork (Welcome letter, resident info form, and statement)      
  • Sends all ARC information over to the ARC Committee and tracks approvals.
  • Keeps all registration binders updated while entering information into VMS (ex., numbers, car info, pet info, etc.)
  • Creates newsletters for the Board and Manager to review
  •  Mails meeting notices/agendas (gives to mail clerk), statements, late statements, daily homeowner letters, invoices/checks to Board Members for signature, and any other forms the Board asks the Managers to send out.
  • Faxes/emails information to different vendors/homeowners per Manager’s request.
  • Ensures the Annual Ombudsman Registration is filled out completely before handing it over to the Manager for the Reserve Study part to be filled in. Also, ensure the registration addendum is done when a new member joins the board.
  • Orders products from Peachtree when requested and ensures accounts are set up for each association.
  • Keeps track of all certified by scanning in the green slips and certified green cards into   VMS.
  • Makes new labels for the files discarding the old labels when there is a Board Member change. 
  • Mails weekly checks should the Manager require your help with this task.

·      May backup for the Receptionist during the receptionist's meal breaks and when absent from the office.

  • THESE DESCRIPTIONS CAN CHANGE AT ANY TIME


QUALIFICATIONS

  • Ability to multitask with ease, effectively work in an environment of high volume, and be flexible to handle changing priorities and short time frames to complete work assignments.
  • Ability to keep work assignments moving forward quickly and on schedule and notify supervisor early of delays.
  • Can take direction well.
  • Use common sense judgment skills, including but not limited to identifying and escalating problem resolution issues.
  • Have excellent verbal and written communication skills with various people.
  • Ability to communicate effectively for the needs of the audience. Ability to utilize advanced customer service management techniques, including but not limited to dealing with conflict and calming angry people as needed.
  • Have proficient and accurate typing skills.
  • Have good spelling, punctuation, and grammatical skills.
  • Can handle confidential matters discreetly and professionally.
  • Interest in attention to detail to ensure that high-quality work is delivered.
  • Basic reading, writing, and arithmetic skills are required. This is typically acquired through a high school diploma or equivalent.
  • Good computer skills, such as but not limited to knowledge of Microsoft Office, including but not limited to Outlook primarily, and familiarity with Word and Excel.
  • May be required to sit for extended periods related to computer usage and required finger/hand/wrist movements. Ability to bend or stretch for filing purposes, filling copy machine, etc.
  • Bi-lingual skills are a plus but not required.
  • HOA experience a plus.

Job Type: Full-time, eight hrs. a day. Monday through Friday.

Location: Henderson                     

Benefits:

  • Dental Insurance with employer contribution
  • Health insurance with employer contribution
  • Aflac insurance with employer contribution
  • Paid time off included 12 paid holidays
  • Vision insurance with employer contribution
  • Administrative staff
  • Inspector/compliance department
  • Mailing department
  • Flexibility

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