Administrative Assistant, Onsite

Nestled against the stunning Tucson Mountains, Tucson Estates No. Two offers a beautiful desert setting and a welcoming neighborhood atmosphere. We’re seeking a friendly, organized, and customer-focused Administrative Assistant to support our Community Manager and serve as a key resource for homeowners, HOA board members, and on-site staff. If you enjoy helping people, thrive in a fast-paced environment, and take pride in delivering exceptional service, this is an opportunity to make a meaningful impact in one of Tucson’s most desirable residential communities.

Position Responsibilities:

• Perform a wide spectrum of administrative duties that are essential to successfully enforcing community Covenants, Compliance & Regulations (CC&R’s).
• Provide administrative support and other tasks as directed to On-site Community Manager and other on-site staff members.
• Develop a working relationship with community board members and homeowners.
• Extend top-notch customer service and problem resolution via phone and face-to-face interaction with board members and residents.
• Provide traditional office support which includes maintaining calendars/scheduling of reservations, appointments and meetings, composing correspondence, completing mailings and ordering supplies.
• Arrange various meetings and prepare all correspondence necessary to notify included parties.
• Assist 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.
• Process architectural change submissions ensuring accuracy of documents received prior to forwarding to reviewing entity.
• Perform other duties as directed by Community Manager.

Knowledge, Skills and Abilities:

• Ability to interact and work positively and effectively with homeowners and staff at all levels.
• Ability to proficiently utilize computer programs and database systems, including Microsoft Office, Google Suite, internet, and e-mail systems with attention to detail.
• Ability to work independently 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.
• Advanced communication skills both verbal and written.
• Superior customer service skills and professional phone etiquette.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.

Physical Demands & Work Environment:

• Primarily sitting at workstation utilizing a computer and phone system in an open 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 Education Required High School or better. Experience Required Full time, paid, professional experience working in an administrative role supporting management within a fast faced, high volume office/customer service environment. Valid Drivers License. Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.