Associa is hiring: Administrative Assistant in Pleasanton

Job Title: Administrative Assistant

Location: Pleasanton, CA

Job Summary

The Administrative Assistant supports and assists general office activities and projects with administrative tasks. Provides customer service support. Under moderate supervision, work may involve contact with homeowners and board members. This position reports to the Pleasanton office at 7901 Stoneridge Dr., Suite 207, Pleasanton, CA 94588.

Essential Duties and Responsibilities

1. Update and file association documents for Community Managers.
2. Arrange for delivery and pick up of documents from storage when necessary.
3. Update homeowner and association information in C3 and shared files.
4. Process and distribute incoming and outgoing mail for the office and Associations.
5. Process print jobs, scanning, and faxing as general office support when needed.

Other Duties and Responsibilities

1. Organizes and prepares correspondence relating to association business.
2. Receives and responds to incoming calls from homeowners, Board members, and vendors.
3. Follow through on various requests.
4. Reviews invoices for completeness/accuracy of charges and prepares payable vouchers for manager’s approval if not completed by Telephone Operator.
5. Prepares and assists community managers with monthly board packages and in-house mailings.
6. Relieves concierge/reception on an as-needed basis.
7. Other duties as assigned.

Starting salary: $22/hour

Knowledge and Skills

1. Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
2. Professional customer service skills.
3. Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
4. Ability to partner with multiple stakeholders, for example community managers, vendors, peers, clients.
5. Ability to interpret verbal and/or written instructions at a proficient level.
6. Ability to self-motivate, be proactive, detail-oriented, and successfully function as part of a team.
7. Ability to keep workspaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.
8. Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.
9. Knowledge of company policies, procedures, and forms.
10. Must be able to work effectively with others in person and in group settings.
11. Must be able to prioritize, manage time, and meet deadlines.
12. Must be able to communicate effectively and professionally on phone, email, and in-person.
13. Must be able to operate general office equipment (copier, fax, phone systems, etc.).

Education and Experience

1. High School Diploma or GED Required
2. At least one year of directly related or closely related experience.

Company Description

With more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 45 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

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