The posting
Goodwin & Company is looking for a highly motivated, detail-orientated Administrative Assistant (AA) with office Management experience for a fast-growing company. Your mission would primarily be to assist the Community Association Manager (CAM) with daily community operations. AA’s are to establish and maintain a professional, service-oriented relationship with coworkers, Association Managers, homeowners, vendors, and service providers. This position involves daily contact with homeowners and board members which requires an individual who is well-spoken, customer service-oriented, and who can multi-task at a quick but accurate pace. ROLE PURPOSE The Administrative Assistant exists to ensure residents, board members, and guests experience prompt, knowledgeable support and a well-run, welcoming community — extending the Onsite Manager's leadership into every interaction, request, and event, and delivering the ease and reliability at the heart of Community Living Made Easy. CRITICAL SUCCESS FACTORS 1. RESIDENT & BOARD RESPONSIVENESS — Residents and board members experience timely resolution of requests and issues — with voicemails returned within 24 hours, emails and TownSq requests addressed within 48 hours, and work orders tracked through to completion — so nothing falls through the cracks. 2. BOARD MEETING PREPAREDNESS — Board members enter every meeting fully prepared and confident, with accurate meeting notices, board packets, and annual meeting agendas delivered complete and on schedule. 3. INFORMATION ACCURACY & ACCESSIBILITY — Boards and residents can rely on accurate, current, and easy-to-find information — from financial reports and community records to contact directories and the community website — reflecting an office that is organized and dependable. 4. RESIDENT ENGAGEMENT & WELCOME — New and existing residents feel welcomed, informed, and engaged in community life — evidenced by orientation completion, strong event attendance, and positive resident feedback. 5. AMENITY & OFFICE OPERATIONS — Residents and guests consistently experience amenities, reservations, and office operations running smoothly — reinforcing that this is a community that simply works. Duties include but are not limited to: • Become familiar with each association’s documents as they relate to your service role • Respond to phone calls, voicemails and emails- within 24 hours (Forward non-routine/urgent calls to Manager immediately) • Work with the manager on violation letters as requested. • Work with the ACC department communicating with homeowner when necessary for more information, updating homeowners of the status the application, etc. • Draft and mail letters to parties as requested by CAM- 2 business day
Process community mailings, special notices, meeting notices, etc.- 2 business days • Electronically file community related documents via company platform- daily • Maintain/program entry gates directories- within 24 hours • Process entry gate opening and maintenance requests via company platform during regular business hours- within 24 hours • Process, maintain, program and distribute pool tags/keys/cards/fobs- within 24 hours • Rotate as Receptionist on scheduled basis • Assist CAM in preparation of Board meeting packets- as needed • Prepare and process Annual Meeting Notices- time sensitive, 3 business days • Prepare Annual Meeting materials; Welcome Packet and registration information- 2 days • Attend Board and/or Annual meetings with CAM(s) when necessary. May be required to take meeting minutes. Note: Meetings may be held in the evening after regular working hours- as needed • Maintain a current hardcopy and e-file community information sheet (hotsheet)- as needed • Complete miscellaneous tasks as requested for CAM support and assist in other large scale projects- as needed • Maintain community websites via company platform- as needed • Act as back-up for after-hours emergency contact. The CAM is the first point of contact- as needed per emergencies occur • Review, code and process invoices for payment of services – daily within 24 hours • Other Responsibilities- this list should not be considered to be all encompassing and is subject to change Compliance Drives: • Visually inspect properties within Association for Deed Restriction Violations • Process and mail notices pertaining to Deed Restriction Violations • Answer customer phone calls and emails • Attendance of monthly meetings
Requires a high school diploma or GED; Associates degree preferred. • Six to twelve months of related clerical or administrative support experience required; • Must have excellent customer service, computer and typing skills, along with proficient skills with Microsoft Office Suite and the internet. • Must be able to adapt to management software and computer programs utilized by the company and self-teach through hands-on training and training guides. • Knowledge of business correspondence including rules of grammar, sentence structure, punctuation, spelling and attention to detail. • Ability to interpret and follow verbal and written instructions. • Ability to communicate effectively, both verbally and in writing and exercise diplomacy. • Superior communication and interpersonal skills with colleagues and clients. • Demonstrate interpersonal skills necessary to effectively interface with all levels of personnel and work in a team environment. • Will exhibit a positive business relationship with all coworkers. • Must be highly organized and know how to prioritize while working independently with minimal supervision or while in communication with team
