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
Seniority level
Entry level
Employment type
Full-time
Job function
Other
Industries
IT Services and IT Consulting
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