We are seeking an Administrative Assistance to join our team! You will perform clerical and administrative functions in order to drive success.

Job Description

The Administrative Assistant (AA) will act as the “face” of our association and ensure visitors receive a heartwarming welcome. The AA will be responsible for providing administrative support to all levels of the organization. This position will be responsible for answering phones, greeting and assisting walk-in traffic, member park reservations, processing credit card payments, and other administrative tasks. The AA will also be responsible for maintaining the company’s records, database, and filing them appropriately. The ideal candidate can deal efficiently with complaints, has a solid and friendly customer service approach, and has previous experience in a similar role in an office environment.

Qualifications:

• High School Diploma or equivalent required; Associate degree preferred.
• Minimum of 2 years’ experience as an Administrator Assistant or other related fields.
• Must have excellent communication skills both verbal and written; ability to interact professionally with but not limited to co-workers, residents, board members, vendors, property owners, city officials and employees, builders, contractors, real estate agents, and developers.
• Familiarity with basic accounting procedures.
• Computer skills, with solid knowledge of MS Office, particularly Excel, Word and Adobe.
• Ability to be tactful in dealing with a large variety of resident and board of director interactions.
• Able to resolve conflict in a professional and courteous manner.
• Must have excellent organizational skills with the ability to meet deadlines.
• Must be able to take initiative and work independently with minimal supervision.
• Ability to learn and become proficient in HOA management software and computer systems.
• Ability to prioritize and multitask while maintaining accuracy and quality.
• Strong attention to detail.

Responsibilities:

• Ability to become a Texas Notary of the Public.
• Assists with answering phones and greeting onsite guest, serving as a main contact point for all people doing business with the association.
• Assist with the preparation of homeowner association correspondence and legal documents.
• Assist the Business Operation Manager and Assistant Community Manager with day-to-day operations.
• Provide guidance and support to the team, fostering a positive and productive work environment.
• Assist with maintaining the database of resident information that tracks ownership and other vital information for performing the association’s business.
• Check and sort incoming mail, prepare and send outgoing mail.
• Prepare and send Resale Documents.
• Complete transfer of properties to new owners.
• Prepare and send project applications for review.
• Assemble Board Meeting packets and set up a Conference Room for Monthly BOD meetings.
• Draft correspondences and other formal documents.
• Other duties as assigned.

Work Environment

• Works in an office environment as well as performing outdoor tasks to ensure our Members’ Parks and Trails continue to be enhanced and maintained properly.
• Normal office hours are 8:30 a.m. to 4:30 p.m. Monday through Friday.
• Some work may be requested outside normal office hours and outside of the office to support board activities and community events.
• FORHA is closed on New Year’s Day, President’s Day, Good Friday, Memorial Day, Independence Day, Labor Day, Columbus Day, Thanksgiving Day, Friday after Thanksgiving, Christmas Eve, and Christmas Day.
• Background checks are required at the time of hire.