Administrative Assistant

4 weeks ago

Silver Spring, Maryland, United States Kelly Services Full time
Job Summary

The Administrative Assistant will provide administrative support to the Property Manager, assisting with day-to-day operations of the Mutual. This role requires a customer service approach in dealing with various owner, resident, renter, and contractor issues.

Key Responsibilities
  • Greets scheduled visitors and directs them to the appropriate area or person.
  • Answers and screens Property Manager phone calls, arranges conference calls and/or meetings as necessary.
  • Reads and routes incoming mail, attaches appropriate corresponding file to correspondences requiring a response from the Property Manager.
  • Prepares outgoing mail and correspondences, including email and faxes.
  • Prepares and logs service memos for work to be performed by maintenance and housekeeping personnel, ensuring timely completion to the satisfaction of the party receiving the service.
  • Attends all Board of Directors meetings as Recording Secretary and types official minutes of the meeting.
  • Assists the Property Manager by supporting the work of the committees of the Mutual, attends committee meetings as Recording Secretary and types official minutes as directed by the Property Manager.
  • Maintains and updates the Mutual's business files and records, including preparing a log of monthly invoices for timely payment of mutual obligations and retrieval of documents as needed.
  • Creates and maintains required records and files on all owners, residents, and renters in an accessible manner, including but not limited to the universal database system, owners/residents/renter's profiles, move-ins/move-out dates, settlement sheets, entry codes, personal electronic entry devices, and telephone numbers.
  • Provides timely updated information regarding resident information to LWMC Accounting, IT, and Management for inclusion in information databases.
  • Coordinates all resident move-in and move-out activities in accordance with the Mutual's Rules and Regulations.
  • Coordinates the use, including rental for private use, of the community room, and works with Mutual community room inspectors.
  • Provides administrative support for the Mutual annual meeting and other Mutual-related meetings and activities, including but not limited to coordinating meeting time/location, distributing pre-meeting materials, preparing agenda, attending and providing assistance at the meetings, and recording and transcribing the minutes of the meeting.
  • Types all other correspondences as needed.
  • Responsible for publishing the Mutual newsletter and coordinating delivery or mailing.
  • Interacts with Leisure World staff outside the Mutual as directed by the Property Manager.
  • Facilitates the establishment and maintenance of a welcoming atmosphere in the Mutual office.
  • Regularly required to pick up and/or drop off documentation at other buildings.
  • Handles all other matters necessary or reasonably required to assist in the proper functioning of the Mutual.
  • In the absence of the Property Manager, responds to calls, emails, and correspondences as appropriate or alerts the Mutual President or designated person.
  • Assists in maintaining a current inventory of Mutual assets including furniture, equipment, and supplies.
  • Walks to multiple buildings on Mutual property to update bulletin boards and/or deliver notices under residential unit doors.
  • Retrieves and delivers documents as requested by the Property Manager.
  • Assists in the preparation of architectural approval request packets and follow-up correspondence.
  • Makes copies of correspondences or other printed material, organizes and maintains files, creates forms, and maintains a policy and procedure manual.
  • Processes approved bills for payment and historical documentation.
  • Issues and maintains records of special permits required by homeowner associations.
  • Performs other duties as assigned.
Requirements
  • High school diploma or equivalent.
  • Previous experience in an administrative role preferred.
  • Excellent communication and customer service skills.
  • Strong attention to detail and organizational skills.
  • Proficiency in computer applications, including Microsoft Office.
  • Ability to multitask and prioritize tasks effectively.
  • Ability to work independently and collaborate with a team.

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