King of Prussia, PA- based company is currently in need of Admin Virtual Assistants!

About the Role:

The Admin Assistant provides clerical and administrative support to the Lead Community Manager(s), serving as a key liaison between homeowners, vendors, board members, committee members, and internal staff. This role is responsible for managing communication channels, maintaining accurate records, and ensuring timely follow-up on homeowner and property-related requests.

This position plays an important role in supporting community operations by handling administrative workflows such as data entry, correspondence, account updates, and coordination of homeowner services within the C3 (Complete Control of Communities) system.

Key Responsibilities

• Manage and monitor incoming communications through email, phone, fax, and MCO mailboxes, ensuring timely response and resolution
• Provide administrative and clerical support to Lead Community Managers, including data entry and documentation updates
• Process homeowner inquiries related to assessments, balances, charges, and account status
• Maintain accurate homeowner records and update notes in C3 (Complete Control of Communities) after all interactions
• Assist with vendor coordination, including payment inquiries and communication follow-ups
• Support the preparation and distribution of homeowner welcome packets
• Assist with Architectural Review Board (ARB) application processing and documentation tracking
• Help prepare requests for proposals, repair quotes, and insurance notification lists
• Update property fact sheets and other administrative records in C3 as needed
• Handle miscellaneous administrative tasks as assigned
• Phone interaction is minimal, with approximately 0–25% of the shift spent on calls with homeowners and stakeholders

Qualifications & Skills

Important Skills:

• Strong organizational and prioritization skills with the ability to manage multiple tasks simultaneously
• Ability to analyze requests from homeowners, vendors, and managers and provide appropriate solutions
• Proficient communication skills (written, verbal, phone, and interpersonal)
• Knowledge of Microsoft Office (Word, Excel, Outlook) at a proficient level
• Strong understanding of business correspondence standards (grammar, spelling, punctuation, structure)
• Ability to use conflict resolution techniques effectively and professionally
• Strong customer service skills with a focus on responsiveness and accuracy
• Time management and ability to prioritize time-sensitive tasks effectively
• Attention to detail with a high level of accuracy in documentation and data entry

Ideal Personality & Mindset:

• Self-motivated and proactive in completing tasks without constant supervision
• Detail-oriented with a strong focus on accuracy and consistency
• Team player who collaborates effectively across departments and stakeholders
• Calm and professional when handling sensitive or conflict-driven communications
• Service-minded with a focus on supporting homeowners and internal teams
• Dependable and consistent in meeting deadlines and maintaining communication standards

Tools & Technologies

• C3 (Complete Control of Communities)
• Microsoft Office Suite (Word, Excel, Outlook)
• Email and shared mailbox systems (MCO mailboxes)

Skills requirements:

1. Excellent English verbal and written communication
2. Strategic thinker
3. Writing and documentation skills
4. Must be able to prioritize work
5. Courteous and friendly
6. Organized and has great attention to detail and quality assurance
7. Ability to build trust
8. Ability to work independently and manage multiple priorities
9. Phone communication skills
10. Other skills as required

Software requirement:

– Licensed OS

Hardware requirements:

1. 5 MBPS or higher Internet (hardwired / not WIFI). If you don’t have 5 MBPS then you must agree to if selected.
2. Private and quiet dedicated home office area
3. Modern computer and operating system
4. Back-ups in case of power or Telco interruptions
5. Good headset and webcam (Preferably noise-canceling headset)

Work schedule:

Monday to Friday

Work hours:

9:00 AM to 5:00 PM Eastern Timezone

9:00 PM to 5:00 AM Manila