Customer Service Associate

Administrative Customer Service Associate

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities.

Job Summary

The Administrative Customer Service Associate supports the daily operations of the Warwick Condominium Association by performing administrative, resident service, and event coordination duties. This position serves as the first point of contact for residents, visitors, and vendors, ensuring effective communication, smooth operations, and positive community experience. Responsibilities include administrative support, event coordination, and janitorial task oversight.

Essential Duties and Responsibilities

Administrative & Office Support

• Serve as the primary contact for residents, visitors, and vendors in person, by phone, and via email.
• Process and distribute incoming and outgoing mail for the Association and management office.
• Conduct new owners and tenant welcome meetings and building tours.
• Oversee and maintain current lease and tenant information.
• Support front desk operations, including scheduling, procedure updates, Blue Box package management and billing.
• Provide front desk day-shift coverage as needed.
• Manage and update resident and owner data in C3 and shared databases, including lease tracking and access devices (fobs, keys, etc.) for Butterfly MX and Blue Box systems.
• Prepare and distribute community notices, bulletin board postings, and email communications.
• Oversee and record pool badge distribution, bicycle registration, and monthly bike room inspections.
• Maintain records for emotional support animal registrations and documentation.
• Maintain accurate records for storage locker assignments and waitlists.
• Assist residents with maintenance requests and coordinate with maintenance staff for follow-up.
• Provide general office support including printing, scanning, filing, and supply ordering.

Facilities & Janitorial Task Oversight

• Conduct regular janitorial inspections; assign and track task completion to ensure quality standards.
• Monitor all community spaces, including pool and recreation areas, to ensure organization, safety, and cleanliness.
• Monitor and restock office and janitorial supplies as needed.

Recreation & Events Coordination

• Plan, organize, and assist with community programs, recreational activities, and seasonal events.
• Serve as liaison to the Pool, Social, and House Committees to ensure effective communication and event execution.
• Prepare and post event notices and promotional materials via bulletin boards, email, and other communication platforms.
• Coordinate with committees and staff for event setup, staffing, and cleanup.

Resident Relations & Support

• Provide courteous, professional, and timely assistance to residents with inquiries, concerns, and requests.
• Foster a welcoming, inclusive, and community-focused environment.

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office (Word, Excel, Outlook) and community management systems such as C3, TownSq, and Butterfly MX.
• Strong organizational, communication, and customer service skills.
• Ability to follow written and verbal instructions accurately.
• Discretion and confidentiality in handling sensitive information.
• Proactive, detail-oriented, and dependable with strong teamwork and problem-solving skills.
• Ability to maintain a clean, organized, and efficient work environment.

Requirements

• Schedule: Full-Time Administrative- | Thursday–Saturday, 8:00 a.m.–4:00 p.m. Front Desk Tuesday -Wednesday 8am-4pm.
• We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.