Job description

Part-Time Administrative Assistant - Association

Job Description

The Indian Lakes Association located in Virginia Beach is seeking a highly motivated individual who is driven and dedicated to serve as an Administrative Assistant for our community association. The Indian Lakes Association consists of 1,140 units which include townhomes, condominiums, and single-family homes.

The position of Administrative Assistant is responsible for daily office functions for the Association Manager, Maintenance Staff and the Board of Directors. This position is a part-time position which does not include health / dental insurance or PTO. However, this position does include paid holidays.

Type: Part-time

Pay: $15.00 per hour

Requirements: Must have knowledge of community associations and experience as an Office Assistant / Administrative Assistant. Efficient in Microsoft Word and Microsoft Excel programs.

Essential Duties and Responsibilities are listed below but are not limited to the following:

Assists with daily office functions such as maintaining logs in excel and word, booking clubhouse rentals and maintaining the rental log, answering phone calls, filing, office cleaning, running errands, purchasing association products and materials, updating the website, mailing violation letters, checking voicemail, returning phone calls, checking email, and greeting all visitors coming into the office. Please see the descriptive examples of the duties below.

· Provide primary contact between the association and homeowners/residents; directing homeowners/residents inquiries to the Association Manager or Financial Companies Office when needed.

· Primary individual to maintain all room rental and pool rental calendars as well as the rental logs and collecting all fees associated with rentals. Provide keys and instructions regarding all upcoming rentals to the renters. Bank deposits may sometimes be required.

· Maintain the files of all the vendor accounts and the homeowner records.

· May sometimes be required to pick up or deliver accounting documents at the Financial Companies Office or pick up office supplies from a store or vendor.

· Assist the Association Manager with completing violation notices in the TOPS accounting program which include making the letters, mailing them out and maintaining/updating the violation log.

· Assist the recreation committee chair with all recreation committee activities.

· Cover for the Association Manager when they are out of the office on PTO, etc. from the hours of 8:00a.m. to 4:00p.m. with a lunch break, unless other times are agreed upon.

· Keep the supply room stocked and organized. Order all office / maintenance supplies as requested or approved by the office manager.

· Assist in maintaining accounting logs for the following: clubhouse rentals, office billing invoices, and credit / debit card receipts.

· Assist in office cleaning and upkeep. Assist in setting up for any community club house events and breaking down the set up.

· Update/log all the assigned building key fobs in the access program.

· Maintain the Indian Lakes Association website as requested by the board of directors or the manager and assist with mass communication emails as requests.

· Responsible for the postage machine maintenance and the ordering of supplies.

· Responsible for all certified mailings and assisting with all other office mailings when requested.

· Perform other duties as may be assigned by the Association/Office Manager.

Qualifications:

• Minimum 1-ear experience as an Office Assistant / Administrative Assistant
• Must have a valid Driver’s License and reliable transportation.
• Must be able to pass background check and drug screen.
• Open to applicants who do not have a college degree.

Benefits:

• Holiday Pay

Schedule:

• Part-time 5-hour shift / 8-hour shift when Association Manager is out on PTO
• Monday through Friday
• Weekend availability should assistance be needed for an Association community event (rare occasions)

Work Location: One Location

Please send a resume and include your salary expectation.

Job Type: Part-time

Pay: $15.00 per hour

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Virginia Beach, VA 23464: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• Do you have community Association experience

Experience:

• Administrative Assistant (Required)

Work Location: In person

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