Onsite Administrative Assistant

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 General Manager and other on-site staff members.
• Develops a working relationship with community board members, committee 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 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.
• 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 as well as with other departments.

Physical Demands & Work Environment:

• Primarily sitting at 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 Preferred Dedicated: Devoted to a task or purpose with loyalty or integrity 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-faced, high-volume office/customer service environment. Valid Driver’s License. Preferred Experience working in an administrative support role within an HOA/Property Management environment. Equal Opportunity Employer
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