Admin Assistant

Description

Goodwin & Company is looking for a highly motivated, detail-orientated Administrative Assistant (AA) with
office Management experience for a fast-growing company. Your mission would primarily be to assist the
Community Association Manager (CAM) with daily community operations. AA’s are to establish and maintain
a professional, service-oriented relationship with coworkers, Association Managers, homeowners, vendors,
and service providers. This position involves daily contact with homeowners and board members which
requires an individual who is well-spoken, customer service-oriented, and who can multi-task at a quick but
accurate pace.
ROLE PURPOSE
The Administrative Assistant exists to ensure residents, board members, and guests experience prompt,
knowledgeable support and a well-run, welcoming community — extending the Onsite Manager's leadership
into every interaction, request, and event, and delivering the ease and reliability at the heart of Community
Living Made Easy.
CRITICAL SUCCESS FACTORS
1. RESIDENT & BOARD RESPONSIVENESS — Residents and board members experience timely resolution of
requests and issues — with voicemails returned within 24 hours, emails and TownSq requests addressed
within 48 hours, and work orders tracked through to completion — so nothing falls through the cracks.
2. BOARD MEETING PREPAREDNESS — Board members enter every meeting fully prepared and confident,
with accurate meeting notices, board packets, and annual meeting agendas delivered complete and on
schedule.
3. INFORMATION ACCURACY & ACCESSIBILITY — Boards and residents can rely on accurate, current, and
easy-to-find information — from financial reports and community records to contact directories and the
community website — reflecting an office that is organized and dependable.
4. RESIDENT ENGAGEMENT & WELCOME — New and existing residents feel welcomed, informed, and
engaged in community life — evidenced by orientation completion, strong event attendance, and positive
resident feedback.
5. AMENITY & OFFICE OPERATIONS — Residents and guests consistently experience amenities,
reservations, and office operations running smoothly — reinforcing that this is a community that simply
works.
Duties include but are not limited to:
• Become familiar with each association’s documents as they relate to your service role
• Respond to phone calls, voicemails and emails- within 24 hours (Forward non-routine/urgent calls to Manager
immediately)
• Work with the manager on violation letters as requested.
• Work with the ACC department communicating with homeowner when necessary for more information, updating
homeowners of the status the application, etc.
• Draft and mail letters to parties as requested by CAM- 2 business day

Process community mailings, special notices, meeting notices, etc.- 2 business days
• Electronically file community related documents via company platform- daily
• Maintain/program entry gates directories- within 24 hours
• Process entry gate opening and maintenance requests via company platform during regular business hours- within
24 hours
• Process, maintain, program and distribute pool tags/keys/cards/fobs- within 24 hours
• Rotate as Receptionist on scheduled basis
• Assist CAM in preparation of Board meeting packets- as needed
• Prepare and process Annual Meeting Notices- time sensitive, 3 business days
• Prepare Annual Meeting materials; Welcome Packet and registration information- 2 days
• Attend Board and/or Annual meetings with CAM(s) when necessary. May be required to take meeting minutes.
Note: Meetings may be held in the evening after regular working hours- as needed
• Maintain a current hardcopy and e-file community information sheet (hotsheet)- as needed
• Complete miscellaneous tasks as requested for CAM support and assist in other large scale projects- as needed
• Maintain community websites via company platform- as needed
• Act as back-up for after-hours emergency contact. The CAM is the first point of contact- as needed per emergencies
occur
• Review, code and process invoices for payment of services – daily within 24 hours
• Other Responsibilities- this list should not be considered to be all encompassing and is subject to change
Compliance Drives:
• Visually inspect properties within Association for Deed Restriction Violations
• Process and mail notices pertaining to Deed Restriction Violations
• Answer customer phone calls and emails
• Attendance of monthly meetings

Qualifications

Requires a high school diploma or GED; Associates degree preferred.
• Six to twelve months of related clerical or administrative support experience required;
• Must have excellent customer service, computer and typing skills, along with proficient skills with Microsoft
Office Suite and the internet.
• Must be able to adapt to management software and computer programs utilized by the company and self-teach through hands-on training and training guides.
• Knowledge of business correspondence including rules of grammar, sentence structure, punctuation,
spelling and attention to detail.
• Ability to interpret and follow verbal and written instructions.
• Ability to communicate effectively, both verbally and in writing and exercise diplomacy.
• Superior communication and interpersonal skills with colleagues and clients.
• Demonstrate interpersonal skills necessary to effectively interface with all levels of personnel and work in
a team environment.
• Will exhibit a positive business relationship with all coworkers.
• Must be highly organized and know how to prioritize while working independently with minimal
supervision or while in communication with team