07/20/2022
ADMINISTRATIVE/FINANCE ASSISTANT - Westwood, CA
Our client is a HOA that serves a prestigious high rise privately owned residential condominium in Westwood, CA. The company offers outstanding salary and benefits package to the right candidate.
DUTIES & RESPONSIBILITES:
· Provide assistance to residents and homeowners on the following but not limited to:
Ø Preparation and distribution of welcome packets for new owners & tenants in the building and uploading homeowner/residents’ information to the HOA data base thru Building Link.
Ø Prepare maintenance / service work orders as requested by homeowners / residents (such as extra key duplication, light bulb replacement, fill valves, flappers, batteries, smoke alarms, etc.) and forward these work orders to the Engineering team thru Building Link for fulfillment.
Ø Receive residents’ request for interior, exterior window, balcony floors and railings cleaning by the Engineering staff.
Ø Responsible for posting residents’ private and HOA social events on Building Link function rooms reservations, hours and other information such as number of guests, expected guest vehicles and catering services associated with the event.
Ø Ensure that contractors, movers, delivery companies and vendors performing work for the residents in the building carry appropriate general liability, auto and workers comp insurance prior to granting them access.
Ø Monitor and prepare contractors and housekeepers’ parking passes (for self-parked vehicles only).
Ø Provide assistance via documentation, to the Chief Engineer and residents on the installation of the HOA’s water leak detection system (Yo Link) in the individual homeowner units. This includes creating a list for the subsequent billing of costs to the homeowner/residents.
Ø Maintains files of the HOA’s governing documents (CC&Rs, Articles of Incorporation, By-Laws, Rules & Regulations)
Ø Assist in the preparation of notices, documents and mailing of nomination forms and secret ballots for the annual board of directors’ elections and open board meetings.
Ø Send homeowners/residents’ mails and packages thru USPS, FedEx & UPS, faxes, documents scanning, printing boarding passes.
Ø Custodian of Gym locker keys
Ø Prepares monthly bulletin board employees’ birthdays posting
· Assist the CFO in the preparation of reports necessary for the monthly billing of HOA dues.
· Monitor overnight parking for additional homeowners’ vehicles and Electric vehicle charging station usage, wine locker and storage rentals.
· Prepare summary of monthly credit card charges for payment
· Perform other tasks as may be necessary to assist the General Manager
the management team, and the staff.
QUALIFICATIONS:
· Computer proficiency in MS Office, Outlook and Building Link
· Bookkeeping & QuickBooks experience is an added advantage
· Ability to multi-task in a fast-paced working environment
· Excellent communication skills
BENEFITS PACKAGE:
· Vacation Leave credits earned after 90-day introductory period;
10 days for the first 5 years; option available to cash out earned but unused vacation credits to a maximum of 80 hours during the fiscal year.
· Sick leave of 6 days per calendar year, unused sick time carry over to the next calendar year to a maximum of 3 days
· 401 k participation after 1 year of service. The company offers a 4% of gross pay match for participating employees.
· Medical & Dental health insurance coverage after 60 days from hire date.
· Christmas Bonus
EMAIL RESUME: [email protected]
