Admin Asst

JobsCloseBy Editorial Insights

Associa is hiring a full-time, onsite Admin Assistant for the Front Desk at Telfair in Houston to support HOA operations and CAM/ACC coordination. You’ll handle front-desk duties, respond to calls and emails within 24 hours, assist with letters and notices, process mailings and invoices, maintain files and gate and pool access, rotate as receptionist, assist with board meeting packets and annual notices, attend meetings when needed, and back up after-hours emergencies. A high school diploma or GED is required, with six to twelve months of clerical experience; an associate degree is preferred. To apply, tailor your resume to HOA and CAM tasks, emphasize multitasking, reliability, and on-site availability, and highlight experience with deadlines and customer communication.

Front Desk- Telfair

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 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 (hot sheet)- 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

EDUCATION/KNOWLEDGE/SKILLS/ABILITIES:
• Requires a high school diploma or GED; Associates degree preferred.
• Six to twelve months of related clerical or administrative support experience required;