Administrative Assistant - Entry Level

ADMINISTRATIVE ASSISTANT - PRODUCTION DEPARTMENT Classification: Non-Exempt, Hourly, Full Time 40 hours Reports to: Director of Production & Administrative Services Salary Range: $33,500 - $35,500 Summary: Under the direct supervision of the Director of Production & Administrative Services, this position provides administrative support services for our Rental and Vendor Programs. Also, as part of the Administrative Department, this position will process the new homeowner and returned mail correspondence. This position is highly detail oriented and requires proficient time management. There will be interaction with coworkers, vendors, clients as well as internal contacts at all levels of the organization. Good judgment is required to prioritize and organize the workload. A key role in this position will be to work as part of the Administrative Team, while accurately and efficiently processing incoming requests. Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. * Accurate data entry of incoming forms, leases, insurance and other information. * Accurate data entry of incoming applications, insurance, Board waivers, W-9 s and other information. * Prepare, edit and review homeowner and vendor correspondence and mailings, while ensuring accuracy and efficiency. * Process rental, vendor or other requests coming in via Rental, Vendor and work email. * Run rental reports for various Associations. * Process returned mail, update addresses and resend pertinent information. * Compile and send Welcome Packets to new homeowners. * Maintain and update vendor database systems, as needed. * Assist vendors with enrolling in the Vendor program, especially during yearly renewal. * Work as part of the administrative team through communication and an equal division of responsibilities. * Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer. * Communicate with coworkers, employees, clients and other individuals to answer questions, explain information, place work orders, and address low level complaints. * Compile, copy, sort, scan and file records of Association activities. * Compute, record, and proofread data and other information, such as letters, records or reports. * Type, format, proofread, and edit correspondence and other documents, from notes or machines, using computers or typewriters. * Review files, records, and other documents to obtain information to respond to requests. * Provide backup to Production Department by preparing incoming or outgoing mail. * Attend staff meetings. * Assure confidentiality of records. Competencies * Detail Oriented and Thorough * Time Management * Flexibility * Staff/Client Service Focus * Communication Proficiency * Basic to Intermediate use of Office Equipment and Programs (Word/Excel) Supervisory Responsibility: This position has no direct supervisory responsibility. Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets, fax machines, and mail machines. Physical Demands: This is largely a sedentary role; however, some walking, standing, and filing are required. This would require the ability to lift files up to 35 pounds, open filing cabinets and carry, bend or push/pull as necessary. Position Type and Expected Hours of Work: This is a full-time position. Days and hours of work are generally Monday through Friday, 8:30 am to 5:30 pm. with additional hours as needed, per business necessity. Travel: This position is based at the Elk Grove Corporate office and the only travel expected for this position will be to local, company mandated quarterly meetings, or local team recognition events Required Education and Experience: High school diploma required. Approximately 1-3 years of previous administrative or production experience required. Condominium real estate / property management experience a plus. Skills must include: Strong customer focus and positive approach to problem solving, strong attention to detail and accuracy, the ability to organize and prioritize workload, and exhibit strong written and verbal communication skills. Preferred Education and Experience: Prior experience in a fast paced industry with tight deadlines is also a plus. Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.