Office Administrator

Are you a customer-focused professional who thrives in a fast-paced environment? At AAM, LLC, you'll play a key role in supporting Community Management teams and helping homeowner associations run smoothly. From building strong relationships with HOA Board Members, homeowners, and vendors to coordinating correspondence and keeping office operations organized, you'll be at the heart of a team dedicated to exceptional service and community success. If you're organized, proactive, and passionate about creating positive experiences, we'd love to hear from you!

Position Responsibilities:

• Provides administrative support, and other tasks as directed.
• Develops a working relationship with corporate office departments.
• Maintains positive, productive relationships with Community Managers, assessing their community’s needs and providing support accordingly.
• Extend customer service and problem resolution, via phone and face-to-face interaction, to board members and residents.
• Provide traditional office support by maintaining calendars and appointments, composing correspondence, and creating/maintaining applicable database information.
• Arrange various meetings (times/locations) and prepare all correspondence necessary to notify included parties.
• Work with vendors to provide direction and collect bids as assigned by the Regional Vice President or Regional Director.
• Perform assigned general accounting duties, including some A/P, A/R, coding of invoices and billing & maintaining the corporate office budget.
• Maintains accurate and current association records in accordance with established policy.
• Maintain office petty cash including both expenditures and reconciliation.
• Prepares expense reports for Regional Vice President, as needed.
• Ensure organization and replenishment of office supplies.
• Operational contact for office maintenance vendors (ceiling leaks, copier/fax machine repairs, climate control issues, etc.).

 

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, Teams, Zoom, 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:

• Sitting in an office setting utilizing a computer and other office equipment.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.

Qualifications Behaviors Preferred Team Player: Works well as a member of a group Leader: Inspires teammates to follow them 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 Experience working in a receptionist and/or Administrative Assistant role within an HOA/Property Management organization. Preferred Experience working in a Receptionist, Administrative Assistant, Office Manager or similar role involving ongoing customer service for internal and external customers. One (1) or more years of general accounting experience. Polished and professional attitude and appearance. Equal Opportunity Employer
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