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Associa Logo Associa · Office Administration

Part-Time Administrative Assistant

United States, Vacaville 20.00 - 22.00 USD / Hour · Job Posted June 14, 2026
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Job Description

The Administrative Assistant supports and assists with general office activities and administrative projects, while providing customer service support. Under moderate supervision, this role may involve interaction with homeowners and board members. This is a part-time position reporting to the Pleasanton office: Diamond Grove – Vacaville, CA 95687.

Job Responsibility

  • Update and file association documents for Community Managers
  • Arrange delivery and pickup of documents from storage as needed
  • Update homeowner and association information in C3 and shared files
  • Process and distribute incoming and outgoing mail for the office and associations
  • Handle print jobs, scanning, and faxing as general office support
  • Organize and prepare correspondence related to association business
  • Receive and respond to incoming calls from homeowners, Board members, and vendors
  • Follow through on various requests
  • Review invoices for completeness and accuracy, and prepare payable vouchers for manager approval (if not completed by the Telephone Operator)
  • Assist Community Managers with monthly board packages and in-house mailings
  • Provide coverage for concierge/reception as needed
  • Perform other duties as assigned

Requirements

  • Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level
  • Professional customer service skills
  • Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level
  • Partner with multiple stakeholders, for example community managers, vendors, peers, clients
  • Ability to interpret verbal and/or written instructions at a proficient level
  • Ability to self-motivate, be proactive, detail oriented and successfully function as part of a team
  • Ability to keep workspaces organized and maintained
  • Alerts Office Manager of low supplies and assists in supply stocking and distribution
  • Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities
  • Knowledge of company policies, procedures, and forms
  • Must be able to work effectively with others in person and in group setting
  • Must be able to prioritize, manage time, and meet deadlines
  • Must be able to interpret verbal and/or written instructions at a proficient level
  • Must be able to communicate effectively and professionally on phone, email, and in-person
  • Must be able to operate general office equipment (copier, fax, phone systems, etc.)
  • High School Diploma or GED Required
  • At least one year of directly related or closely related experience
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