Position: Administrative Assistant
Start: 8/10/2026
Location: Chester, MD
Hours: Mon/Wed/Fri. 9AM-5PM
Pay: $20-25/hour depending on experience
Attire: Business causal
Parking: Yes
SKILL REQUIREMENTS:
-- Minimum of 3 years of business experience in an administrative capacity or related experience
-- Strong organizational skills
-- Strong written and verbal communication skills
-- Excellent word processing, mathematic and computer skills required
JOB DUTIES/ RESPONSIBILITIES:
Fiscal:
-- Assure that the policies, resolutions and other acts of the Board are carried out.
-- Be knowledgeable of all Association Governing Documents, Rules and Regulations and general legal requirements of a community association.
-- Provide excellent customer service and maintain open lines of communication with fellow Associates, homeowners and Board of Trustees.
-- Have general knowledge and understanding of building systems and components.
-- Follow all policies and procedures of the company.
-- Such other duties and responsibilities as may reasonably be directed and required.
-- Record, date and time stamp incoming invoices daily.
-- Mail original invoices and 1 copy of package to Client Accounting.
-- One copy of invoice package into voucher book.
-- Verify checks when returned from Client Accounting. Ensure that all invoicing backup is
attached to check and duplicate payments are not received.
Physical:
-- Log work requests in Connect and generate work orders for maintenance staff and/or contractors.
-- Update work order log with notes and action taken by vendors.
-- Close open work orders in system when complete by vendor. Work orders is not considered complete unless the vendor has signed original work order and returned to office.
-- Provide Community Manager with work order log for inclusion in Board Package.
Governance / Administration:
-- Greet all homeowners and visitors coming to the Association office.
-- Answer all calls and log both incoming and outgoing calls in Connect.
-- Assist all walk-in customers and defer to Community Manager or Assistant Community Manager, when necessary.
-- Maintain office supplies - prepare order to submit to Community Manager for review approval.
-- Maintain Association filing - homeowner filing, correspondence, work orders, accounting documentation, etc.
-- Distribution of Board communication, as directed by Community Manager daily. All Board members are to receive any materials as directed to a specific committee or Board member.
-- The President is to be consulted if there is any question related to distribution.
-- Mailings, as directed by Community Manager.
-- Record, dare and time stamp incoming mail.
-- Record Keeping - binders to be kept with the following: Monthly Agendas, Modification Requests, Work Orders, Financials (including Social/Trip accounting).
-- Meet with Community Manager weekly to ensure completion of open action items.
-- Assist with preparation of Board meeting agenda, monthly management report and all other reports and material needed for Board Packet; distribute one week in advance of meeting.
-- Prepare closing documents as required. Update Connect to reflect new owners.
-- Update homeowner directly and create new homeowner file.
-- Set up homeowners with Connect access.
Community Relations / Communication:
-- Provide excellent customer service and maintain open lines of communication with fellow Associates, homeowners and Board of Trustees
-- Update and maintain community information in Connect, including but not limited to the Community Web Site, Community Projects, Management Reports and all Association documents and forms
-- Utilize Connect's Resident Alert feature in order to keep homeowners apprised of Association activities and important updates, subject to Board authorization.
-- Provide customer service assistance to homeowners as needed.
-- Assist with homeowners calls and inquires and respond accordingly or direct to the appropriate party.
-- Log all homeowner inquires in Connect Call Log.
-- Assist with preparation of newsletter, where applicable.
Physical Requirements:
-- Capable of working extended hours, to include evenings, weekends and holidays necessary.
-- Able to see well enough to read faint or partially obscured writing or painting, with corrective lenses if needed.
-- Must be able to speak English in a clear and understandable voice so that various types of
communications may be conducted with people of various levels of education and capabilities, to include the exchange and receipt of information over the telephone.
-- Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and
moving objects that can weigh up to 25 lbs. This movement can occur throughout the day.
-- Must also be able to climb several flights of stairs if necessary.
-- This position will alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
-- Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
-- Must be able to work in small and confined spaces for extended periods of time.
-- Must have finger dexterity for typing/using a keyboard.
Environmental Requirements
-- Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays.
-- Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances.
-- For safety reasons, employee must remain alert to
working conditions and aware of safety, health, and environmental concerns.
-- Must be able to work effectively and cheerfully in an environment which may be stressful due
to adversarial situations resulting from the proper performance of duties.
