Job Description
Job Description
The Administrative Assistant supports the daily operations and overall management of the building, ensuring efficient office functions and excellent resident service.
Key Responsibilities:
- Welcome new shareholders at closing, review building procedures (move-ins, parking, remotes, alterations, etc.), and provide welcome packages including rules and regulations
- Answer and direct phone calls; monitor and respond to emails, voicemails, and office mailbox daily
- Assist residents and visitors who enter the management office
- Maintain and track resident records, including insurance policies, amenity waivers, pet registrations, and resident profiles in BuildingLink
- Oversee and manage amenities, including the fitness center, community room, pool, and children’s playroom
- Review and approve BuildingLink postings
- Handle resident requests, including late fee waivers, legal inquiries, and work orders
- Coordinate and log Certificates of Insurance (COIs) for deliveries and vendors
- Manage all move-in and move-out procedures, including scheduling, documentation, and fee collection
- Process and track alteration applications, including required paperwork, permits, COIs, and approvals; update records in BuildingLink
- Manage key fob systems, including issuing new fobs and applying related charges in CINC
- Enter and bill completed owner work orders in BuildingLink and CINC
- Monitor and order office and staff supplies
- Assist with management of storage units and bike storage, including waitlists and account charges
- Process annual pool memberships
- Coordinate community room reservations, including scheduling, fee collection, and vendor COIs
Benefits
Medical Insurance
Dental Plan
Vision Plan
401k
Voluntary Life Insurance
Paid vacation, paid sick & personal time off
Paid holidays