Admin Assistant

The Administrative Assistant administrative support for properties under regional supervision. Responsibilities include processing lease and resale applications, ARC applications, handling work orders, regional ordering and supporting the regional management team with day-to-day operations.

General Responsibilities:

• Greet homeowners, guests, and vendors upon arrival and provide assistance.
• Answer incoming calls and respond to emails promptly.
• Direct inquiries to the appropriate staff member or department.
• Maintain a professional and welcoming atmosphere at the front desk.
• Review and process lease and resale applications, ensuring all criteria are met.
• Coordinate with Board Liaison or Committee for approval
• Maintain records of lease expirations and renewals.
• Complete Orientation and distribute orientation materials
• Receive and enter work orders into Vantaca.
• Track progress and update residents on status when applicable.
• Coordinate with maintenance staff and vendors for timely completion.
• Process ARC (Architectural Review Committee) applications promptly and accurately.
• Coordinate with the ARC Committee to review and approve submissions.
• Communicate decisions to homeowners and ensure compliance with approved plans.
• Maintain records of all ARC applications and approvals.
• Provide property coverage for Managers and Admins
• Continue the day-to-day operations of onsite property
• Notate any items that will need regular staff attention
• Prepare and distribute community notices, newsletters, and announcements.
• Complete certified mailing request
• Assist with regional mailing request
• Complete property ordering request and complete credit card reconciliation
• Maintain accurate records and filing systems for association documents.
• Assist with special projects and emergency communications as needed.
• Provide support for compliance documentation and ARC submissions when required.
• Complete tasks assigned by Regional Leadership