Administrative Coordinator at Conwell Associates, Inc.

Conwell Associates, Inc. – Administrative Clerk / Coordinator

Conwell Associates, Inc. offers management, bookkeeping, and consulting services to homeowners’ associations and condo communities in the greater Puget Sound area of Washington State.  However, we are ever expanding our service area.  Our goal is to make every client feel as though we are a caring neighbor offering seasoned insight and fresh innovations to eagerly help address any situation.

Duties

- Answer overflow phone calls.

- Promptly and respectfully respond to phone and email inquiries directing them to the correct department as necessary.

- Organize and file mail.

- Scan/convert files to PDF, and correctly label and properly file them.

- Compile information for upcoming projects (location, specifications, photos, timelines, etc.).

- Send (pre-drafted) requests for proposals (RFP).

- Follow up with provided bidders.

- Provide weekly updates to Boards and, as applicable, impacted homeowners.

- Compare proposals to RFP.

- Forward proposals to Board for review, research and respond to questions, compile responses, and report determined action to management.

- Compile project information for scheduled projects (ETA, duration, impact, etc.).

- For multi-day projects, obtain daily progress updates from the contractor to email homeowners and Boards.

- Obtain project before and after photos from contractors and suggestions for improving future projects.

- Review project satisfaction with the Board and any impacted homeowners.

- Protect clients’ and company’s values by maintaining information confidentiality.

- Twelve hours per week during business hours (9am-5pm) on Monday, Tuesday, Wednesday, or Thursday.  Eight-hour shifts include a paid ten-minute morning break, half hour lunch, and ten-minute afternoon break.  All work is in-office.

Skills

- Be proficient with Microsoft Word, Excel, Outlook, and Windows as well as Adobe Acrobat and QuickBooks Pro.

- Compose letters and emails with proper grammar and punctuation.

- Work independently and efficiently (quickly and accurately).  Effectively organize time for deadline-oriented tasks.

- Comprehend, analyze, interpret, and summarize complex documents.

- Creatively solve problems involving several options using analytical and quantitative skills.

- Be open to a fast-paced ever-developing environment in which services and processes change (improve) as the company grows.

- Keep a clean workspace.