Overview
Human Resources Administrative Assistant Jobs in Industry, CA at iBUYPOWER
Powerstone Property Management is seeking an experienced Administrative Assistant for one of its communities in San Diego, CA.
Position Summary: Assist the Community Manager in managing the daily operations of the Homeowners Association. Work involves regular contact with residents, Board/Committee Members, Corporate and on-site staff.
Essential Functions & Responsibilities
Interface with guests, residents, board members, committee members, staff, vendors, etc., answering phones and greeting all while providing exceptional customer service.
Coordinates functions between managers/ supervisors as well as services provided by outside contractors, i.e., various association/vendor programs, office equipment, coffee service, etc.
Facilitate and track the preparation and distribution of accounts payables, association mailings, escrow requests, and resident non-compliance matters.
Maintain escrow and non-compliance records relating to the Association’s membership and governance to include database and individual files for all homeowners, updating and initiating new files as necessary.
Process daily citations/violations.
Schedule Executive Session hearings.
Prepare monthly Board minutes as requested.
Assist in maintaining Association files, minute and report books, agendas and supporting material, and financial documents. Distribute Board and Committee information on an as needed basis. Sending out 5-day reports, Committee minutes.
Coordinate food arrangements for Board lunches.
Verify vendor insurance coverage is current.
Monitor vendor contracts, i.e., when expiring, assist in request for proposals when necessary, understanding and assisting in preparation of association vendor contracts.
Assist in data entry for homeowner data base (i.e., ASYST, Work points, Board tablets, Nordic).
Prepare yearly Board/Committee binders as needed.
Assist in preparing information for required homeowner notifications and annual Board of Directors elections (ballots, envelopes, labels, and postage), scheduling dates, reviewing candidacy information, assembling and distributing all election information to owners.
Involved in daily customer service requests.
Prepare correspondence on enforcement matters for the Association (i.e., Age Restriction/ Traffic/Parking Violation/Resident Account History, etc.) as requested.
Answer incoming phone calls and mail, oversee maintenance of office equipment and coordinate mailings.
Assist in the preparation of Association Board agendas and packets on a monthly basis.
Maintain annual calendar for Association with all meeting dates and important association events.
Other duties as assigned.
Education and/or Experience Required
High School Diploma. Junior College level knowledge in business English and communication skills. Between two and five years of related office experience.
Skills and Abilities
Must be organized, very detail oriented, able to multi-task and prioritize in fast-paced environment
Must have exceptional customer service skills
Excellent written and oral communication skills
Ability to perform diverse administrative functions and basic accounting procedures
Ability to type 60 wpm and proficient in Microsoft Word, Excel, and Outlook
Strong organization, problem-solving and analytical skills
Ability to manage priorities and workflow
Ability to work under stress, with interruptions, and meet all deadlines
Ability to process verbal information and input this information into computer system
Ability to follow complex instructions
Ability to master basic math skills
Ability to think logically in following procedures and instructions
Job Type: Part-time
Pay: $20.00 – $22.00 per hour
Expected hours: 12 – 16 per week
Benefits:
401(k)
Schedule:
Monday to Friday
Weekends as needed
Work Location: In person
Title: Human Resources Administrative Assistant
Company: iBUYPOWER
Location: Industry, CA
