Administrative Assistant, Onsite

Primarily responsible for providing all assistance to the Community Manager and residents at an on-site property which includes daily customer service to homeowners, HOA board members and other on-site staff.                    

Position Responsibilities:

• Perform a wide spectrum of administrative duties that are essential to successfully enforcing community Covenants, Compliance & Regulations (CC&R’s), provides administrative support and other tasks as directed to On-site Community Manager and other on-site staff members.
• Develops a working relationship with community board members and home owners.
• Extend top-notch customer service and problem resolution via phone and face-to-face interaction with board members and residents.
• Provide traditional office support by maintaining calendars and appointments, composing correspondence, and creating/maintaining database information.
• Arrange various meetings (times/locations) and prepare all correspondence necessary to notify included parties.
• Assists with community inspections of common areas according to AAM’s management contract.
• Work with vendors to provide direction and collect bids per the manager.
• Perform various general accounting duties, including some A/P, A/R, coding of invoices and billing.
• Maintains accurate and current association records.
• Help maintain a clean workspace and aid in the organization and cleanliness of the clubhouse facility.
• Maintain and manage processes for the re-ordering of supplies for clubhouse needs (janitorial, coffee bar, & other).
• Performs other duties as directed by management staff.

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.

Physical Demands & Work Environment:

• Primarily sitting at workstation utilizing a computer in an office setting.
• May be required to lift boxes, fill paper trays, empty trash and other minor physical office related tasks.
• Walking/driving through community to assist in the inspection of common areas.

Qualifications Behaviors Preferred Team Player: Works well as a member of a group Enthusiastic: Shows intense and eager enjoyment and interest 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 High school diploma or GED and three (3) years of paid, professional experience working in an administrative role supporting management within a fast faced, high volume office/customer service environment. Preferred High school diploma or GED and two (2) years of full time, paid, professional experience working in an administrative support role within an HOA/Property Management organization. Equal Opportunity Employer
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