Administrative Assistant (Dedicated)

Bring your customer service skills to a community where your work truly makes an impact!

Position Summary:

Primarily responsible for being a dedicated assistant to one community and/or one Community Manager by providing effective customer service and overall administrative support to the designated community/homeowners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&R’s) and the management contract.

Position Responsibilities:

• Provides administrative support and other tasks as directed by the assigned Community Manager.
• Partners with AAM’s Management Team to ensure compliance with State and Federal Association Management Laws.
• Develops a working relationship with community board members and various committees. .
• Assists with community inspections of common areas according to AAM’s management contract.
• Communicates with homeowners concerning compliance with CC&R’s.
• Answer and provides customer service to homeowner calls.
• Utilize RIC for documentation of relevant homeowner conversations.
• Work with homeowners to resolve issues and complaints.
• Assist in reporting of landscape issues; bid request and community issues.
• Maintains current information.
• Attend monthly evening board meetings with manager: as requested.
• Run reports and assemble information regarding violations, appeals and homeowner issues for board packets.
• Follow Annual meeting Task, tracking of ballots; attend meeting.
• Code invoices received from vendors.
• Review Financials, run and prepare Variance Reports.
• Utilize BoardVue for Tasks and Project Status Updates.
• Maintain the tracking system for FOBS / deactivation / provide reports as required.
• Reviews monthly financials and submits community accounts payable.
• Oversees the design review guidelines process.
• Assists in reviewing bid proposals.
• Travels to and from assigned communities per management contract.
• Maintains accurate and current association records and websites.
• Maintains an effective process for tracking architectural submittals.
• Designs brochures, pamphlets, handouts, etc. for communities.
• Attend meetings as needed.
• Maintains open communication with contract vendors.
• Maintains strict adherence to community and company deadlines.
• Assists in reviewing bid proposals.
• Updates community disclosure packages.
• Maintains accurate and current association records.
• Performs other duties as directed.

Knowledge, Skills, and Abilities:

• Ability to multitask and prepare and process large amounts of administrative and customer request items while being detail oriented.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Ability to function efficiently in a fast-paced, demanding environment.
• Ability to proficiently utilize computer programs and database systems, including Microsoft Office, internet, and e-mail systems.
• Ability to interact and work positively and effectively with homeowners and staff at all levels.
• Advanced communication skills both verbal and written.
• Superior customer service skills and phone etiquette.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.

Physical Demands & Work Environment:

• Primarily sitting at a workstation utilizing a computer in an office setting.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.
• Walking/driving through community to assist in the inspection of common areas.
• Helping to set up/break down for events and/or meetings as needed. 

Qualifications Behaviors Required Enthusiastic: Shows intense and eager enjoyment and interest Preferred Team Player: Works well as a member of a group Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well Education Required High School or better. Experience Required Full-time, paid, professional experience working in an administrative role supporting management within a fast-paced, high-volume office/customer service environment. Valid driver’s license and reliable vehicle required. Must reside within a reasonable commuting distance of the community in Maricopa and be available to visit the community regularly, as required. Equal Opportunity Employer
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