Associa
From Associa's careers page
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With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.
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.
JOB DUTIES AND RESPONSIBILITIES
Become familiar with each association’s documents asthey relate to yourservice 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 days
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 miscellaneoustasks asrequested 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 ofservices – daily within 24 hours
Other Responsibilities- thislist should not be considered to be all encompassing and is subject to change
Visually inspect properties within Association for Deed Restriction Violations
Process and mail notices pertaining to Deed Restriction Violations
Answer customer phone calls and emails
2-5 years’ experience managing single-family communities and condominium associations
Ability to deliver a 5-star customer service to the Board and the residents
Ability to advise and direct the Board to make the necessary decisions
Ability to build rapport with clients
Strong analytical and critical thinking skills
Excellent written and verbal communication skills
Have a high school diploma or GED
Legally eligible to work in the United States
Can navigate through different application systems
Competency in Microsoft Office Applications
Have a naturally positive attitude and be a team player
Ability to communicate clearly and professionally, both verbally and in writing
Pleasant, friendly attitude, with an ability to adapt to change
Strong listening skills, ability to multi-task, attention to detail,
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
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