Associa is hiring: Administrative Assistant - Condos in Boston

Job Title: Administrative Assistant - Condos

Location: Boston, MA

Reports To: General Manager

Regular Hours: 20 hours per week

Fundamental Job Function:

To help support the Management Team in overseeing the various general day-to-day operations of the condominium. This includes a multitude of administrative tasks, and assistance with the continued development of the concierge and maintenance staff.

Duties and Responsibilities:

• Provides responsive customer service to all residents.
• Composes communications to residents, board members, and TDG to include but not limited to:
• Violation Letters
• Emergency forms
• Welcome Packets
• Sale of unit packets (as requested)
• Updates to resident handbooks, or other similar documents, as changes occur.
• All other communications as requested and approved by Property Manager.
• Assist with ongoing training and implementation of staff.
• Proactively engage Property Management with a list of any open items.
• Provide extra oversight and training of staff to ensure all expectations are met.
• Assist in conducting routine property inspections and service evaluations, monitoring compliance of policy and procedures.
• Ensure Concierge Convenience inventory remains stocked with all inventory items if applicable. Replenish items as needed.
• Order supplies as needed.
• Assist team with special requests that arise on property.
• Assist the Property Manager in ensuring that the quarterly Newsletter is completed as a team effort and remains relevant and engaging.
• Assist Property Manager with establishing “neighborhood partnerships” with local businesses to provide residents with elevated luxury services.
• Oversee Maintenance Operations and follow through with work requests.
• Assist Property Manager and Superintendent with the scheduling of various preventative maintenance services per annual contracts and follow up with vendors on all repair recommendations.
• Maintain a flexible schedule and assist with coverage as needed.
• Assist Property Management with all aspects as it relates to project management.
• Assist with proper record keeping and shredding of documents (both electronic and hard copies).
• Assist with the processing of all invoices and billbacks as it relates to the commercial and residential unit owners.
• Answer phone, take messages.
• Welcome and acknowledge all guests according to company standards.
• Handle all residents, guests, and vendor interactions with the highest level of professionalism.
• Assist residents by resolving inquiries and complaints and communicating all pertinent information to management.
• Receive and enter all maintenance requests in BuildingLink/MyDartmouthGroup.com properly and accurately.
• Respond to all resident requests in an accurate and timely manner making recommendations based on local knowledge and practices.
• Duties may include controlling and monitoring security cameras to maintain a secure environment for our residents.
• Ensure all common areas are maintained in a professional and clean manner during shift.
• Follow all safety and security policies, programs, and procedures.
• Be able to handle crisis situations in the event of an emergency and/or fire emergency.
• Become familiar with The Dartmouth Group’s SOP and general condominium law. Familiarize yourself with association’s documents.
• Additional tasks as deemed necessary by management.

Requirements and Qualifications:

• Graduate of an accredited college or university preferred.
• 3+ years’ experience in one-on-one training/coaching and/or property management experience preferred.
• Experience in the hotel, hospitality, and customer service industries strongly preferred.
• Ability to implement quality assurance standards.
• A proficient presenter, instructor, facilitator, and communicator.
• Organizational with attention to detail.
• Positive, outgoing, and attentive demeanor – high energy individual.
• Strong analytical and creative problem-solving skills—measurable, results-driven.
• Self-directing work method with the ability to work with little direct supervision.
• Ability to demonstrate a history of proven reliability and consistency.
• Proficient word processing and strong computer knowledge including programs such as Microsoft Word, Excel, PowerPoint, and Outlook.

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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