Administrative Assistant

Job Summary
We are an age-restricted development located in Lakewood, NJ. Do you have excellent communication skills? Do you have patience and compassion for others? Are you computer literate, well-organized and detail-oriented? Are you an effective multitasker? Are you a pressure player, able to handle tasks with interruptions from phones or in-person resident visits while thriving in a busy office environment? If these things speak to you, we would love to talk to you. We're looking for another team player to join our administrative staff.

Duties
· Perform various administrative tasks such as data entry, filing, faxing, copying, emailing and document preparation
Manage phone calls and correspondence (email, letters, packages)

· Manage supply ordering for administration and activities departments and assisting the service department when needed

· Drafting and administering violations letters on behalf of the compliance department, Village Manager and Board of Trustees

· Oversee and administer storage rentals for boats, motorcyles and RVs

· Complete transcription of minutes for various community meetings

· Preparation of the election committee documents and mailing for distribution to the community, including ballots, candidate applications, etc.

· Preparation of quarterly owner delinquency lists for quarterly owners meeting
- Assist with scheduling appointments, document preparation and facilitation of resident barcodes, stickers and hang tags

· Telephone and reception desk relief coverage

· Utilize computerized systems for unit data management, resident and visitor entrance gate and pool access

· Assist our receptionist with explanations of permit procedures and facilitation of the permit process completion by residents and contractors

· Receive and screen incoming telephone calls, and address needs accordingly. Transfer screened calls as needed to appropriate personnel

· Answer any resident questions concerning the Village including permits, garbage, bulk and recycling, work order procedures, general information, etc.

· Process welcome packages for new homeowners

· Register homeowner vehicles, provide them entrance stickers and prepare smart cards.

· Issue overnight parking permits

· Ensure work permits for unit alterations and submitted with appropriate documents, including contractor license/insurance declarations and Lakewood permits when required

· Prepare and distribute permit documentation to managers and Board for approval

· Learn and utilize computer software system - AppFolio, ISN, Outlook, Word, Excel and ID software

· Scan documents for all departments

· Stock supply cabinets

· Maintain confidential emergency contact files

· Process winterizations

· Maintain updated files for Contractor Certificates of Insurance and License

· Receive and process homeowner insurance policies

· Register new homeowners and tenants

Requirements
- Proven work experience as an Administrative Assistant or similar role - homeowner association experience strongly preferred
- Proficiency with Microsoft office software - focus on Outlook, Word and basic Excel
- Excellent time management skills and the ability to prioritize work
- Strong communication skills with a customer service orientation
- Knowledge of building/construction permit process and receptionist duties is advantageous
- Ability to handle confidential information professionally
- Proven ability to handle stressful situations and multi-tasking

Job Type: Full-time

Pay: $19.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person