New Jersey Gold Coast Condominium Association (Weehawken, NJ) seeks Administrative Assistant for immediate hire.

Organized, detail oriented, experienced, and customer service driven professional
Candidate will work closely with fellow staff, Community Manager and Board of Directors in managing the operations of a beautiful, established, waterfront community
Ability to learn all aspects of community management, assisting experienced manager and management company with multiple projects in the Association’s pipeline

Job Summary: The Administrative Assistant acts as direct staff assistant to the Community Manager and assumes the responsibilities of the Community Manager in their absence. They are familiar with all Association and Management Company systems and protocols and maintain an organized, detailed, and strong customer service driven approach to their work.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Maintain Multiple Databases and Association Records:

Unit Owner and Resident Directory (Building Link System)
Document Storage (Building Link System)
Daily Operations Calendar (Building Link)
Resident Storage Unit List
Bicycle Storage List
Secondary Parking List
Key Fob List
Vendor Certificates of Insurance

Daily Responsibilities:

Frontline Customer Service Communications

Answer Telephones and Respond to Voice Messages
Answer Emails
Greet and Assist Walk-In Visitors
Open and Distribute all Mail

Schedule and facilitate Move-Ins/Move-Outs of OWNERS and TENANTS

Closing Document Exchange (Owners)
Lease (From Owner or Tenants)
Lease Rider (From Owner or Tenants)
Post Lease in Building Link
Census and Contact Forms
Moving Company COI’s
Move Procedures
Fees and Security Deposits
Schedule in Building Link
Exchange of Master Deed, By Laws, Rules & Regulations
Pet Forms
Welcome Packets
Vehicle Stickers
Bike Stickers
Provide Building Link Usernames and Passwords
Forward Move-In/Move-Out Fees (Checks) to Corporate
Issue Key Fobs and Garage Remotes as Needed and Charge Respective Fees
Update Intercom System for Residents in Phase 3
Background Checks for Prospective Tenants (and New Employees When Needed)

Schedule and Facilitate Deliveries

Secure Delivery Company COI
Schedule in Building Link
Reserve Necessary Elevator

Building Link:

Review and Approve Marketplace Postings
Review and Approve Amenity Reservation Requests
Review Work Orders and Distribute to Maintenance Staff
Follow-up on Work Orders, Close Out in Building Link, and Charge Appropriately

Accounts Receivable Assistance using CINC (Previously TOPS) Financial System:

Assist Owners with Maintenance Account Billing Questions, Late Payments, Setting Up Auto-Debit, etc
Coordinate with Accounting Department for Billing Questions and Reconciliations/Refunds
Processes all checks - Move In, Move Out, Storage Closets, Storage Cages
Prepare check requests

Accounts Payable:

Review all Invoices Received via Mail and Email
Research Billing Issues (in AVID Strongroom and CINC)
Contact Vendors if Discrepancies Identified
Upload all Invoices to the AVID Strongroom System for Review, Approval, Coding and Payment with Copy to Manager and Treasurer

Weekly Responsibilities:

Check Requests:

Process Check Requests for Vendor Deposits with Copy to Manager and Treasurer
Process Reimbursement Check Requests for Board, Staff with Copy to Manager and Treasurer

Payment Check Processing:

Send all Move-In/Out, Lounge Rental, Work Order, Alteration, Etc. Checks to Corporate for Deposit

Electronic Newsletter (Tuesdays):

Create and Email a Weekly Update Communication to the Residents

Order Supplies

Management Office, Concierge Desk, Maintenance, Janitorial and Pool Supplies

Alteration Requests:

Assist Unit Owners with Completing Alteration Request Form Required to Perform Unit Upgrades
Gather all Required Information Required and Share with the Community Manager for Review
Prepare Construction Alteration Approval Letters for Township Construction Official

Exterminator Contact:

Schedule Exterminator Appointments for Residents

Monthly Responsibilities:

Association Communication System (Building Link) Postings:

Monthly Financials
Open Board Meeting Minutes
Association Insurance Policy Renewal Certificates
Welcome Packet, Etc
Send Renewal Reminder to Owners and Tenants the Month Before a Tenant Lease is to Renew

Update Concierge Manual at Front Desk:

Provide Updated Hardcopy of Resident Database to Concierge Supervisor

Update Association Condo Unit Closing Information (in Condo Certs System) for Lenders and Purchasers:

Condo Questionnaire Answers
Insurance
Budget
Audits

Association Member Arrears:

Forward Monthly Arrears Report to Association Attorney for Review
Assist Association Attorney and Community Manager with Review of Unit Owner Accounts
Send Reminder Notice/Email to Unit Owners Regarding Account Balances and/or Corrections Needed

Check Requests-Petty Cash

Reconcile Deposits and Receipts for Association Debit Card
Forward Reconciled Spreadsheet to Corporate Accountant, Manager and Treasurer with Receipts
Process Reimbursement Check Request for Association Petty Cash Account with Copy to Manager and Treasurer

Monthly Account Statements

Forward Monthly Investment Account Statements and Petty Cash Statements to Corporate Staff Accountant and Manager for Monthly Financial Statements

Mailings:

Coordinate all mailings (electronic or otherwise)

Attend Monthly Meetings (Workshop and or Open Meetings)

Participate in Meetings
Taking Workshop Notes and Meeting Minutes

Association Project Assistance:

Assist Community Manager with the Planning, Execution and Completion of Essential Projects (Restoration, Construction, Utility, Landscaping, Administration, Etc.)

Taylor Management Company

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