Administrative Assistant (Dedicated)

AAM Brand•Chandler, AZ

15h•Onsite

About The Position

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: Process resident applications to the Architectural Review Committee (ARC), including but not limited to screening submittals for missing information, coordinating application process with Community Manager and/or ARC, preparing approval / denial letters to applicant(s) and drafting monthly ARC Review reporting to the Board of Directors. Maintain an organized filing and tracking system for Architectural Review Committee submittals. Educate residents on the ARC submittal process and compliance administration. Attend monthly Architectural Review Committee meetings. Track all submission status, committee questions and responses and all related correspondence and communication. Conduct weekly physical inspections of community to ensure compliance of Association’s Governing Documents and Design Guidelines. Research, record and track compliance information through company database. Investigate third-party non-compliance reports, maintain detailed records of non-compliance issue investigations and follow-up. Oversee preparation of compliance notices, fine notices and related correspondence. Work effectively and respectfully with co-workers, customers and vendors, keeping commitments and others informed of work progress, timetables, issues, and collaborating to find mutually acceptable and practical solutions. Attend monthly Board of Directors meetings. Support meeting setup, draft meeting minutes, record and post meeting videos and other documents to website as needed. Provide direct administrative support and other organizational and communication tasks as directed by the Community Manager in order to meet community standards. Draft Board Resolution documents, community e-blasts, and other correspondence as directed by the Community Manager. Extend top-notch customer service and problem resolution via phone and face-to-face interaction with residents and staff. Performs other related 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.

Requirements

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.

Responsibilities

Process resident applications to the Architectural Review Committee (ARC), including but not limited to screening submittals for missing information, coordinating application process with Community Manager and/or ARC, preparing approval / denial letters to applicant(s) and drafting monthly ARC Review reporting to the Board of Directors.
Maintain an organized filing and tracking system for Architectural Review Committee submittals.
Educate residents on the ARC submittal process and compliance administration.
Attend monthly Architectural Review Committee meetings.
Track all submission status, committee questions and responses and all related correspondence and communication.
Conduct weekly physical inspections of community to ensure compliance of Association’s Governing Documents and Design Guidelines.
Research, record and track compliance information through company database.
Investigate third-party non-compliance reports, maintain detailed records of non-compliance issue investigations and follow-up.
Oversee preparation of compliance notices, fine notices and related correspondence.
Work effectively and respectfully with co-workers, customers and vendors, keeping commitments and others informed of work progress, timetables, issues, and collaborating to find mutually acceptable and practical solutions.
Attend monthly Board of Directors meetings.
Support meeting setup, draft meeting minutes, record and post meeting videos and other documents to website as needed.
Provide direct administrative support and other organizational and communication tasks as directed by the Community Manager in order to meet community standards.
Draft Board Resolution documents, community e-blasts, and other correspondence as directed by the Community Manager.
Extend top-notch customer service and problem resolution via phone and face-to-face interaction with residents and staff.
Performs other related duties as directed.