ADMINISTRATIVE ASSISTANT in Fairfax, Virginia at Keymont Community Management

Position Overview

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 KCM 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 KCM 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 KCM 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

· Maintain a record of current governing documents, rules & regulations, financials and meeting minutes on Sharepoint 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 KCM 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 KCM to include: Vantaca, Strongroom Payables Lockbox, Smartwebs Violations 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.

Physical Demands and Work Environment

· Physical Demands

o Ability to complete general office duties.

o Ability to hear and speak well enough to converse verbally over the phone and in-person (expressing or exchanging ideas by means of the spoken or written word).

o Ability to interpret, evaluate and communicate detailed written or verbal instructions to others accurately and easily.

o Able to see well enough to use the computer effectively and read written communications.

o Ability to lift, push, pull or carry up to 25 pounds for the dissemination of documents, supplies, materials, etc. to various locations throughout the office/facility.

o May be required to climb stairs depending on the property structure.

· Work Environment

o A professional office environment.

o Uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.