Position Summary

The Administrative Assistant provides comprehensive administrative, clerical, and financial support to the condominium management team and the association. This multifaceted role includes managing accounts receivable and payable, assisting with the operations of the rental management program (if applicable), handling resident communications, maintaining records, and ensuring the efficient operation of the administrative office.

Essential Duties and Responsibilities

• Accounts Receivable (AR):
  • Prepare and send out invoices for monthly assessments, special assessments, and other charges to unit owners.
  • Track and record payments received, ensuring accurate posting to resident accounts.
  • Manage past due accounts, generate aging reports, and follow up with delinquent owners according to association policies.
  • Reconcile AR records with bank statements.
  • Respond to resident inquiries regarding billing and payments.
• Accounts Payable (AP):
  • Receive, review, and process invoices from vendors and service providers.
  • Obtain necessary approvals for invoices.
  • Prepare and issue payments (checks, electronic transfers) in a timely manner.
  • Maintain accurate AP records and vendor files.
  • Reconcile AP records with bank statements.
  • Respond to vendor inquiries regarding payments.
• Rental Management Program Support (if applicable):
  • Assist with the coordination of the on-site rental program, if offered by the association.
  • Process rental applications and agreements.
  • Manage booking schedules and communicate with owners and rental guests.
  • Coordinate unit preparation for rentals (cleaning, maintenance communication).
  • Track rental income and expenses.
  • Assist with the distribution of rental proceeds to owners.
• General Administrative Duties:
  • Serve as the first point of contact for phone calls, emails, and in-person inquiries, providing professional and courteous assistance.
  • Maintain and organize office files, records, and supplies.
  • Prepare correspondence, memos, reports, and other documents.
  • Schedule meetings and appointments.
  • Manage incoming and outgoing mail and deliveries.
  • Assist with resident communications, including newsletters, notices, and website updates.
  • Coordinate vendor access and communication as needed.
  • Assist with the planning and execution of association meetings and events.
  • Maintain resident contact information and emergency contact lists.
  • Perform other administrative and clerical duties as assigned by the management team.

Knowledge, Skills and Abilities

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and manage time effectively.
• Ability to maintain confidentiality and handle sensitive information.
• Excellent customer service and interpersonal skills.
• Ability to work independently and as part of a team.
• Familiarity with property management software is a plus.

Physical Requirements:

• Ability to sit for extended periods.
• Ability to use a computer and telephone.
• Ability to lift and carry light office supplies.

Education & Experience

• High school diploma or equivalent required; Associate's degree in Business Administration or a related field preferred.
• Administrative experience, preferably in a property management, real estate, or similar environment.
• Proven experience with basic accounting principles and managing accounts receivable and payable.
• Experience with rental management processes is highly desirable if the condominium has a rental program.