Administrative Assistant


Administrative Assistant – Accounts Payable, Customer Service, Reception 


Reports to OVA Office Manager and Association Manager 



  • Customer Assistance at OVA Office Counter. 
  • Greet and assist residents; answer phones & resident questions; handout facility literature. 
  • Present 30–40-minute New Member Orientation, create and issue access card(s). 
  • Issue guest access cards: assist residents with questions they have pertaining to guests. 
  • Process and maintain all OVA payables bi-monthly, interface with CFM Account Manager to generate checks, interface with OVA staff and treasurer to troubleshoot questioned invoices. 
  • Cross-train new employees regarding all office counter service, including instruction on use of Asyst accounting & scheduling software applications. 
  • Keep new resident packets assembled and stocked, coordinate replies to computer and telephone inquiries from potential residents, coordinate tours. 
  • Maintain all telephone directory sheets interface with CFM and OAS for inclusion in database. 
  • Maintain Confidential Survey files; request forms from residents as needed; interface with Financial Management Service Provider (CFM). 
  • Maintain registry of owners from county Assessor’s records (if applicable). 
  • Assist Association Manager in ensuring Membership compliance with respect to age- related restrictions, number of residents (for tracking) Accounts Receivable. 
  • Receive and organize all Oakmont telephone directory changes and updates. 
  • Assist Residents, as requested to complete account updates.  
  • Record all changes and updates to directory. 
  • Manage all Office Supply orders for Admin & Maintenance Staff. 
  • Maintain/ update Asyst resident account records from docs received from residents, property managers/ real estate agents & other third parties.  


  • Prepare ads for facility bulletin board, post weekly, cull old adds after 30 days and maintain bulletin board in current, neat fashion. 
  • Keep all resident handouts on lobby wall and behind counter for clubs, facility use information, community maps, facility diagrams, etc. stocked and in good condition. 

Please send applications to


Facility Manager

Oakmont Village Association is a large, active adult community in Sonoma County.   We are looking for a full-time Facilities Manager.   This is an on-site position, reporting