Administrative Assistant

The Administrative Assistant position is offered at a reputable management office located in downtown Minneapolis, specifically within the IMS Lofts. The organization focuses on providing exemplary administrative support to association and community managers and serving residents and board members with professional customer service and coordination. This role is designed as a part-time, temporary, seasonal position, offering an opportunity for individuals seeking flexible employment on Tuesdays and Thursdays for approximately four hours in the afternoon. The compensation ranges from $20 to $24 per hour, reflecting the specialized nature of the duties and the value placed on supporting community operations effectively. This Administrative Assistant role plays a pivotal part in ensuring smooth day-to-day office functions and facilitating communication between stakeholders. Reporting under moderate supervision, the assistant will engage with homeowners, board members, and various vendors to support community and association management activities. The primary responsibilities include organizing weekly meetings with key partners such as RCS, Encompass, and Eagle Ridge to track maintenance and progress updates, producing consolidated dashboards for board members and residents, as well as managing communication channels effectively. Besides weekly engagement activities, the assistant oversees logistical coordination for vendors, ensuring scheduled access and disseminating work-related communications specific to different building stacks, thereby minimizing resident disruptions. Financial oversight is also part of the role, involving invoice review and adherence to cost-sharing agreements. Additionally, the assistant supports general office administration by handling document updates, mailing processes, and correspondence preparation related to association business. Phone reception duties, invoice verification, and assistance with board packages and in-house mailings further exemplify the broad range of administrative support provided. Candidates in this role must demonstrate proficiency in Microsoft Office applications, display strong customer service capabilities, and excel in organizing workload to maintain an efficient, confidential, and professional office environment. The ability to communicate effectively both verbally and in writing, along with the capacity to interpret instructions and work as part of a team, is essential. This position also demands a proactive attitude, attention to detail, and a respectful approach towards maintaining confidentiality and discretion. Overall, the Administrative Assistant acts as a crucial link supporting property management operations, resident relations, and ensuring seamless communication and documentation management within the community setting.