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26 days old

Administrative Assistant

Kelly Services
Silver Spring, MD 20915
JOB PURPOSE:


The Administrative Assistant is responsible for assisting the Property Manager with the day-to-day operations of the Mutual.


This position requires a customer service approach in dealing with a wide variety of owner, resident, renter, and contractor issues.


ESSENTIAL FUNCTIONS & BASIC DUTIES:


+ Greets scheduled visitors and directs them to appropriate area or person

+ Answers/Screens Property Manager phone calls; arranges conference calls and/or meetings as necessary

+ Reads and routes incoming mail. Locates and attaches appropriate corresponding file to correspondences requiring response from Property Manager.

+ Prepares outgoing mail and correspondences including email and faxes

+ Prepares and logs service memos for work to be performed by maintenance and housekeeping personnel. Follows through to determine that work was performed in a timely manner to the satisfaction of the party receiving the service.

+ Attends all Board of Directors meetings as Recording Secretary and types official minutes of the meeting.

+ Assists the Property Manager by supporting the work of the committees of Mutual, attends committee meetings as Recording Secretary and types official minutes as directed by the Property Manager. Tracks the timely receipt of, distributes and posts committee agendas and related meeting material.

+ Maintains and updates the Mutuals business files and records, including preparing a log of monthly invoices that ensure the timely payment of mutual obligations and the ability to retrieve documents as needed.

+ Creates and maintains required records and files on all owners, residents, and renters in an accessible manner, including but not limited to the universal database system, owners/residents/ renters profiles, move ins/move-out dates, settlement sheets, entry codes and personal electronic entry devices and telephone numbers.

+ Provide timely updated information regarding resident information to LWMC Accounting, IT, and Management for inclusion in information databases (i.e., Jenark, Association Voice, etc.).

+ Coordinates all resident move-in and move-out activities in the Mutual in accordance with the Mutuals Rules and Regulations.

+ Coordinates the use, including rental for private use, of the community room, and works with Mutual community room inspectors.

+ As applicable, coordinates rental for private use of guest quarters and works with mutual guest quarters room inspectors

+ Provides administrative support for the Mutual annual meeting and other Mutual related meetings and activities, including but not limited to coordinating meeting time/location and as applicable food/refreshments distributing pre-meeting materials, preparing agenda, attending and providing assistance at the meetings, and recording and transcribing the minutes of the meeting as directed by the Property Manager.

+ Types all other correspondences as needed.

+ Responsible for publishing Mutual newsletter and coordinating delivery or mailing.

+ Interacts with Leisure World staff outside the Mutual as directed by the Property Manager.

+ Facilitates the establishment and maintenance of a welcoming atmosphere in the Mutual office.

+ Regularly required (at least weekly) to pick-up and/or drop off documentation at other buildings. Transportation required.

+ Under the direction and supervision of the Property Manager, handles all other matters necessary or reasonably required to assist in the proper functioning of the Mutual.

+ In the absence of the Property Manager, responds to calls, emails, and correspondences as appropriate, or, if not appropriate, alerts the Mutual President or other designated person in a timely manner.

+ Assists in maintaining a current inventory of Mutual assets including but not limited to furniture, equipment and supplies.

+ Walks to multiple buildings on Mutual property to update bulletin boards and/or deliver notices under residential unit doors.

+ Retrieves and deliveries documents as requested by the Property Manager.

+ Assists as required with preparation of architectural approval request packets and follow up correspondence

+ Makes copies of correspondences or other printed material, organizes and maintains files, creates forms and maintains policy and procedure manual.

+ Processes approved bills for payment and historical documentation.

+ Issues and maintains records of special permits required by home-owners associations such as vehicle and pet registration.

+ All other duties as assigned.


Pat rate: $18/hour.


Temorary Assignment!!!!


**You should know:** Your safety matters! Vaccination against COVID-19 may be a requirement for this job in compliance with current client and governmental policies. A Kelly recruiter will confirm and share more details with you during the interview process.


**Why Kelly** **** **?**


As a worker today, its up to you to take charge of your career and look for opportunities to learn, grow, and achieve your potential. Helping you find whats next is what were all about. We know whats going on in the evolving world of workjust ask the 440,000 people we employ each year. Connecting with us means getting the support, guidance, and opportunities needed to take your career where you may have never imagined.


**About Kelly** ****


At Kelly, were always thinking about whats next and advising job seekers on new ways of working to reach their full potential. In fact, were a leading advocate for temporary/nontraditional workstyles, because we believe they allow flexibility and tremendous growth opportunities that enable a better way to work and live (plus, did we mention we provide a ton of benefits ?). Connecting great people with great companies is what we do best, and our employment opportunities span a wide variety of workstyles, skill levels, and industries around the world.


Kelly is an equal opportunity employer committed to employing a diverse workforce and providing accommodations for people with disabilities in all parts of the hiring process as required under its Employment Accommodation Policy. Kelly will work with applicants to meet accommodation needs that are made known to Kelly in advance.
Posted: 2022-07-20 Expires: 2022-08-25

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Administrative Assistant

Kelly Services
Silver Spring, MD 20915

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