Administrative Assistant – Incline Property Management

Experience: At least 1 – 2 years experience as a corporate receptionist in a clerical or administrative role. Preference to experience within the service industry.

Education Requirement: College Degree preferred

Job Description: As an Administrative Assistant your tasks are detailed to offer support to your designated Community Association Manager (CAM). This position is intended to advance you to a Community Association Manager.

Duties & Responsibilities:

Board/Association Meetings

· Assist with meeting agenda and distribute the agenda to fulfill the public notice requirements, at the direction of the board and/or CAM (mail/email/post)

· Assist with gathering all supporting documentation information for meeting (Board Packet)

· Attend select board and association meetings, prepare minutes for manager review, action items under manager supervision

· Prepare and send correspondence to board members and association concerning association business

Association Business

· Assist with compiling real estate escrow docs when not yet available on HomeWiseDocs.com

· Prepare and mail Association New Homeowner Packets, notifications, correspondence, etc.

· Prepare new BOD officer packets and binders

· Purchase Office Supplies for Association as directed by CAM

· Prepare Association Forms as required for government filing

· Assist CAM with gathering information for insurance claims

· Perform routine inspections for Compliance and of Association Common Areas as assigned

· Verify Insurance coverage on any contractor who is being considered and maintain current certificates

· Distribute parking permits and maintain spreadsheet

· Schedule clubhouse reservations, maintain use agreements and key logs, perform inspections

· Compile ARC submittals when necessary

· Respond to phone inquires

· Assist/train Homeowners in web portal

· Prepare maintenance work orders; track status; close in VMS and match to A/P invoices

· Prepare homeowner violation notices and maintain tracking spreadsheets

· Maintain Association files both physical and digital; including binders and web portal

· Maintain Association database and contact information

Financial/Budget Business

· Process Homeowner Assessment Payments

· Accounts Payable tasks as needed

· Assist with Financial Review per checklist

· E mail financials to BOD on a monthly basis

· Upload financials to web portal (BOD and Homeowners when approved)

· Coordinate financial review and/or audit with outside resource

General Duties as Needed

· Answer phones

· Order Office Supplies

· Deliver mail to post office

· Trips to Bank as Necessary

· Miscellaneous errands to Associations

· Maintain calendars

· Track mailings for billings

· Set up filing cabinets and Association files

· Coordinate front desk coverage

Growth opportunities with a local company celebrating its 43rd year. Now serving the Carson City, Dayton Valley, Gardnerville, Incline Village, Minden and all Tahoe Region communities.

Full-Time Position: Monday thru Friday (8:00 am to 5:00 pm)
This is a non-exempt position in order to benefit by Nevada overtime pay regulations.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Office: 2 years (Preferred)

Work Location: One location

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