Administrative Assistant

Location: Manassas, VA

Primary Responsibilities:

• Process ARC (Architectural Review Committee) applications: review submissions for completeness, respond to homeowner inquiries, track applications, and follow up with the Board/Committee to ensure timely decisions.
• Provide excellent customer service while balancing enforcement with professionalism and diplomacy.
• Prepare and distribute homeowner mailers in-house or coordinate with outside printing vendors.
• Prepare managers for annual meetings by providing checklists, documentation, and support.
• Proofread correspondence, documents, and reports to ensure accuracy and professionalism.
• Generate and process covenant violation letters in accordance with community policies.
• Provide administrative support and serve as backup for other team administrators when needed.
• Participate in the rotation for receptionist coverage, including answering phone calls and handling incoming/outgoing mail (limited volume).
• Process parking applications, maintain updated parking records, and issue permits.
• Manage clubhouse rental applications, process associated fees, and refund security deposits.
• Coordinate pool-related tasks including updating mailers, processing pool pass applications and maintaining pass records.
• Attend board or committee meetings when requested and take accurate meeting minutes.
• Perform additional administrative or community-related duties as assigned.
• Ability to work occasional weekends as needed.

Qualifications:

• High school diploma or equivalent required.
• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle conflict with tact and maintain professionalism in challenging situations.
• Proficiency with Microsoft Office Suite.

Working Conditions:

• Office-based position with occasional interaction with residents and board members.
• Flexible hours may be required to attend evening or weekend board meetings.
• Fast-paced environment requiring attention to detail and the ability to prioritize tasks.