HOA Admin Assistant

Please take the time to review the entire post with expectations and requirements. The ability to follow these instructions will be evaluated.

Working Hours: Full time, expected minimum of 37.5 hours per week, schedule approved by Director. Normal Hours are M-F 8:00am-5:00pm.. Evening and weekend shifts, Board Meetings and Special Events are required. Lunch Hours will be flexible based on staffing requirements for the day. Occasional overtime may be required.

Job Summary: Community Association-Property Management front desk administrative assistant. Provides secretarial and administrative support services to the Director of HOA Operations, General Manager, Board of Directors and appropriate HOA staff.

Principal Duties/Tasks:

• Acts as main point of contact for all residents; welcomes and assists incoming residents in a friendly atmosphere, answers multi-line telephone system and direct calls to appropriate area, assists with HOA Residents' needs and inquiries, takes and processes complaints (most complaints require a written complaint form be completed), provides information about HOA & special functions, assists with various applications and forms (Architectural Review Board Standards and Rules, Budget, Rec Pass Applications. etc.).
• Provides secretarial typing and word processing assistance for Office Manager and Director of Operations using the Microsoft Office Suite, and is able to compose business documents with proper grammar, punctuation and spelling skills. Attention to detail essential.
• Utilize Enumerate (old TOPS) HOA Software database on a daily basis to assist residents, research and update member information in database, produce correspondence, reports, spreadsheets, etc. Updates new owner information when necessary.
• Responds to emails, prepares letters, memos and various correspondence as needed.
• Assists senior staff with the collection of past due accounts each month; including but not limited to sending late and collections notices to respective delinquent owners, contacting delinquent owners via phone or email and send correspondence as needed, accepting and assisting with payment, etc.
• Assists Office Manager/Rules and Covenants Enforcement staff member; including but not limited to typing and printing reviews as given, review accounts for open items prior to typing, types notices and mails upon review. Assists with residents and phone calls regarding violation notices and passes to Rules and Covenants staff member when necessary.
• Assists senior staff with quarterly Courier Newsletter Advertiser information; sends information to perspective advertisers, collects contracts, payments and ads, corresponds with advertisers regarding their ad, keeps copy of payment for records and organizes list of advertisers for the printing the ads in the newsletter, etc.
• Assists with weekly Kiln Creek Owners Association email blast; works with Director and other staff to ensure weekly events and announcements are up to date, writes description of each event or announcement, reviews submissions for email blast from residents and clubs and edits for blast as needed, adds attachments when necessary and emails to all residents on the email blast list.
• Responsible for scanning paperwork to lot files, assists with any documentation that needs to be scanned and filed (i.e. Director's correspondence, administrative files, etc.).
• Assists Director with special orders, i.e.: office supplies, sign orders, etc.
• Processes & assists with Recreation Passes for residents.
• Assist with disclosure requests from real estate agent or homeowner and compiles information, researches open violations, provides to responsible party for the next step of the process.
• Assist with compiling Board meeting books and other documents onto company website.
• Assists Architectural Review Board Coordinator and residents with incoming applications.
• Receives mail, processes outgoing mail and logs all incoming checks.
• Responsible for cleaning personal workspace and assist with cleaning of general office areas.
• Performs other duties and works on special projects as assigned.

Physical Skills: While performing the duties of this job, the employee is regularly required to sit, use hands to type and handle objects or controls; reach with hands and arms; and talk and hear. The employee is often required to stand; walk; climb or balance and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 25 pounds and occasional lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus, as the employee must be able to drive a vehicle on a regular basis. The employee must be able to ascend/descend stairs. The employee must be able to walk long distances for conducting reviews, or delivering newsletters, and other items as needed. The employee must be able to handle and operate typical cleaning supplies on a regular basis to clean/scrub/vacuum individual workspace and office.

Mental/Visual Skills: Ability to sustain sharpness and professional bearing and to foster a positive business image. Excellent organizational and verbal skills. Ability to use logic or rational thinking to solve problems and make decisions. Ability to perform basic mathematical calculations, including calculations involving fractions, decimals and percentages. Ability to provide effective written and verbal instructions as well as the ability to carry out detailed written or verbal instructions independently. Normal ability to concentrate. Normal memory, taking into consideration the amount and type of information.

Required Work Habits: Work habits include regular attendance, team work, initiative, dependability and promptness. Exceptional Customer Service skills and confidentiality required. Ability to manage difficult customer interactions. Ability to adapt to changing job responsibilities.

Required Work Experience: This is not an entry-level position. 2 years administrative experience and/or training; or equivalent experience. Strong Knowledge of multi-line phone system required. HOA/property management experience preferred.

Required Education: High School Diploma or General Education Degree (GED) equivalent required. College degree or commensurate experience preferred.

Required Certifications/Licenses: Virginia Driver's License, Registered/licensed Virginia Notary Public (do not have to have at time of hire, but will have to get licensed for the job).

Working Conditions: The environment is primarily an office environment. It is also a property management environment, which requires being out on the property completing outside jobs, reviews of property, facility maintenance, etc. While performing the duties of this job, the employee is regularly required to sit, use hands to type and handle objects or controls; reach with hands and arms; and talk and hear. The employee is often required to stand; walk; climb or balance and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 25 pounds and occasional lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus, as the employee must be able to drive a vehicle on a regular basis. The employee must be able to ascend/descend stairs. The employee must be able to walk long distances for conducting reviews, or delivering newsletters, and other items as needed. The employee must be able to handle and operate typical cleaning supplies on a regular basis to clean/scrub/vacuum individual workspace and office.

Compensation: Hourly rate is commensurate with experience. Competitive benefits package includes medical and dental insurance, Simple IRA with company match, short and long term disability insurance, life insurance and paid time off based on tenure.

Village of Kiln Creek Owners Association is a zero-tolerance drug and alcohol facility. All candidates are subject to drug and alcohol testing. A valid driver's license and social security card must be presented.

Job Type: Full-time