The ADMINISTRATIVE ASSISTANT duties include but are not limited to, working for the Portfolio Manager, assisting each with all administrative and customer service support for GHCM clients. This position must have the perceptiveness, interpersonal and organizational skills required to deal effectively with a wide range of people, including senior level executives, community managers, and outside contacts all while providing quality customer service.
Essential Duties and Responsibilities
Maintain information for all aspects of providing support to the Portfolio Managers and GHCM clients. This includes customer service, filing, and maintaining accurate records.
Process all invoices in timely manner for Portfolio Manager review and approval.
Communicate with vendors on behalf of the Portfolio Manager/Board when problems arise (e.g. obtain W-9, insurance liability certificate, answer vendor questions).
Violation letter Processing for assigned Portfolio Manager.
Handle calls from owners, vendors, agents, and Community Managers.
Assist assigned Portfolio Manager in administrative requests as needed.
Assist assigned Portfolio Manager in meeting all reporting deadlines.
Assist assigned Portfolio Manager in maintaining all office files and records in accordance with GHCM policies and procedures.
Assist the Portfolio Manager to ensure current contracts for all assigned properties are electronically stored.
Ordering key fobs, etc. for properties as instructed by assigned Portfolio Manager.
Maintain owner lists (all contact information current).
Monthly billing of non-routine services to properties (i.e. Schedule A charges – mailings, notices, monthly statement packages, etc.).
Obtain, process and record each property’s insurance certificates, annual registrations and SCC annual filings (Virginia properties only).
Maintain a record of current governing documents, rules & regulations, financials and meeting minutes on the I:Drive if assigned by the Portfolio Manager.
Assist owners and/or residents with questions pertaining to Association rules & regulations and By-Laws (e.g. Parking permits, pool applications, etc.).
Assist owners and/or residents with questions regarding move-in/out procedures (e.g. fees, access cards/coding, elevator reservation, etc.)
Provide front desk coverage as needed per the assigned office’s procedures.
Other duties as assigned.
Knowledge and Skills
High School Diploma.
Must have 1-2 years’ experience in the industry or related office position.
Ability to work independently and also as a productive member of a team.
A driver’s license may be required.
Maintain full working knowledge of all GHCM operating policies and procedures.
Maintain full working knowledge of Microsoft Office products, specifically Outlook, Word and Excel.
Maintain full working knowledge of the 3rd party software used by GHCM to include: Vantaca, Strongroom Payables Lockbox, and community website/web portal hosts.
General knowledge of Internet use and using Internet browsers, to include changing/creating passwords and security question answers and bookmarking web addresses.