Career Category Description

Administrative Assistant – An Administrative Assistant must exhibit the following skills:

• Excellent customer service skills
• Excellent organization skills
• A professional, helpful demeanor both on the phone and in person
• Excellent written and oral communication skills
• Good judgment skills  

An Administrative Assistant provides assistance to the Community Manager in the Association’s in which they manage. The following job description outlined is an overview of the position’s responsibilities, however in order to maintain a “team concept” everyone may be called upon to assist in other areas in order to provide our clients with the best possible service.

Administrative Assistant Job Description

•Answers inquiries and questions, handles complaints, troubleshoots problems and provides correct information in a professional manner.
• Serves as back-up to the Community Specialists during periods of high call volume.
•Greets visitors to the office.
•Serve as the receptionist.
•Documents all communications in RedDog system as appropriate, including notes and/or comments. Follows up on communications as necessary.
•May handle a large volume of the calls to and from the members, such as, but not limited to assessment collections, deed restrictions, architectural issues, facility rentals and any other general calls regarding the Association.
•Performs accounts receivable data entry, such as deposits, invoicing, adjustment and preparation and distribution of payment plans.
•Performs data entry, such as name changes, communication information and address updates.
•Assists in preparation for the General and Annual Meetings with sign-in and proxy verification.
•Attends General and Annual Meetings to assist with sign-in and proxy verification and typically attends a minimum of 4 to 6 Annual meetings per year, depending upon the communities.
•Assists the Community Manager with preparation of monthly board package and meetings as determined by your supervisor.
•Coordinates attorney updates as needed.
•Account research as needed.
•Prepare written correspondence to home owners.
•Update keynames and notes in RedDog and help to keep website up to date.
•Schedule home owner hearings.
•Occasionally must attend an evening Board meeting for communities represented.
•Assists the Assistant Manager and/or Community Manager with day to day responsibilities.
•Performs daily mailing, photocopying, emails, image posting, scanning and filing as needed.
•Performs additional responsibilities as requested.

© C.I.A. Services, Inc. | Last Update: 04-1-2025