Office Assistant 

Job Description, Duties and Responsibilities 

The Office Assistant will be responsible for performing routine clerical functions such as answering telephones, assisting residents, organizing and maintaining paper and electronic files and providing information to callers/office visitors. The incumbent must be computer literate and proficient in Microsoft (MS) Office programs, PDF software and the use of email. 

Required Qualifications: 

• Ability to conduct oneself in a positive, pleasant, tactful and professional manner at all times with office visitors, co-workers and management 
• Ability to communicate effectively both verbally and in writing 
• Must be proficient in the use of various office equipment (e.g., computer, printer, copy/fax/scan machine) and computer software (e.g., MS Office, PDF, etc.) 
• Must be detail oriented and organized with regard to all Association matters, (i.e., reports, correspondence, Board and committee meeting coordination) 
• Ability to interpret and follow established guidelines and instructions 
• Ability to follow-up on and complete assigned tasks effectively, efficiently and timely 
• Ability to work independently with minimal supervision 

Duties and Responsibilities: 

• Answer telephone, greet and assist office visitors 
• Format, create and update MS Word documents 
• Create, update and maintain MS Excel spreadsheets 
• Create and edit PDF documents 
• Send and receive emails 
• Maintain calendar and both electronic and paper files 
• Maintain inventory and other records 
• General office tasks, i.e., copying, scanning, filing, sending faxes, ordering office supplies 
• Follow-up on assigned tasks in a timely manner 
• Assist in monitoring and following up on resident issues 
• Conform to ethical standards to maintain the confidentiality of Association and resident/owner information 
• Other duties as assigned 

Supervision: 

Works under the supervision of the Resident Manager. 

Education: 

High School Diploma. College level business admin./computer courses desirable. 

Experience: 

One or more years performing office duties desirable.