Administrative Assistant for an HOA in Naples

7 days ago

Naples, United States Advanced Property Management Full time
Job DescriptionJob Description

Advanced Property Management is seeking a Full Time Administrative Assistant for an HOA in Naples with experience in the property management industry. The qualified candidate would be responsible for providing administrative support for the community and property manager.

The ideal candidate must be a self-starter, customer service oriented, have excellent verbal communication skills, attention to detail, thoroughness, and be well organized. Also, must be proficient in Microsoft Excel, Word, and Outlook. A Florida CAM license is not required, having one would be beneficial.

JOB DUTIES:

  • Answer all calls and emails from homeowners, board members, and property managers in a timely manner.
  • Reads and routes incoming mail and deliveries.
  • Supports the Community Manager with the handling of all HOA homeowner requests received by telephone, in person, in writing, or via the internet.
  • Under the direction of the Community Manager, organizes and maintains association records, documents, and homeowner correspondence with relation to association business procedures. When requested, composes correspondence and communication for same. Assists with all administrative functions and keeps all records in good order and keeps community forms and documents current and updated. Makes copies of correspondence or other printed materials, prepares outgoing mail and correspondence, including emails.
  • Organizes and maintains filing system and files correspondence and other records.
  • Composes violation letters to residents and handles phone calls and resolution of problems in accordance with regulations established by the Board of Directors.
  • Maintains applicable databases. Updates meeting dates, meeting agendas, meeting minutes, board rosters, and community events. Provide updates to appropriate personnel/board members who utilize this information.
  • Work in conjunction with the property manager to process all community ARC requests, Work Orders, and Violation Letters.
  • Prepare board meeting, annual, and budget meeting packages as requested by the property manager.

REQUIREMENTS:

  • High attention to detail and time management
  • Multi-tasker with excellent communication skills.
  • Property Management background preferred
  • Experience in office 365, Excel and Word required
  • Property Management background preferred
  • Experience with property management specific software strongly preferred

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