Property Manager Administrative Assistant

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

The Property Manager Administrative Assistant provides administrative support to assigned

Property Managers, ensuring tasks are completed accurately, delivered with high quality, and on

time. The role requires strong communication skills (phone and email), the ability to prioritize and

multitask effectively, and exceptional organizational skills.

Duties Include But Are Not Limited To

• Send emails, upload documents, post notices to the community portal app, process faxes, and
  
  

file association correspondence into company shared drives as directed by the Property

Manager.

• Distribute Board Meeting packets, conduct Board Meeting quorum calls, and save related
  
  

documents as requested by the Property Manager.

• Obtain Board Member email responses for seminars, register for respective seminars, send
  
  

confirmation emails to Board Members, and copy the Property Manager; process

PTRF/invoices.

• Complete all mailouts as directed by the Property Manager (printing, stuffing, posting) using
  
  

USPS, Certified, FedEx, or UPS, as per instructions.

• Extract and file monthly financials from the shared drive, post to the community portal app,
  
  

and distribute via print, mail, or email as directed by the Property Manager.

• Assemble the completed budget from Accounting, save, print, and mail to homeowners.
• Receive the Association Annual Meeting Notice from the Property Manager, prepare 75- and
  
  

45-day notice packets, assemble Annual Meeting Program files, and prepare association

folders; track all proxies and provide quorum counts to the Property Manager.

• Attend Annual Meetings as scheduled to register owners, tally votes, and perform other
  
  

Annual Meeting duties.

• Maintain Board Rosters by receiving and updating interim changes from the Property
  
  

Manager.

• Process Condominium Association Biennial Registration every odd year for assigned Property
  
  

Managers.

• Perform other duties as required.
• Access to a vehicle is required.
  
  

Requirements

• Knowledge of general office equipment (copier, fax, phone systems, etc.).
• Knowledge of Microsoft Office
• Ability to learn and utilize proprietary systems quickly and efficiently
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.
• High School diploma or GED Required
• Associates Degree Preferred
• 0 - 3 years of directly related or closely related experience
• Typical office environment
• Need to lift and carry up to 35 lbs.
• Overtime is required during Annual Meeting Season (January - April)
  
  

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.