Administrative Assistant, HOA

J.F. Shea Family of Companies•Sun Lakes, AZ

9h•Onsite

About The Position

The Administrative Assistant, HOA acts as the first point of contact for the department by greeting members and answering phones, scheduling appointments, assisting homeowners with purchase of access devices and assisting homeowners with compliance to Rules and Regulations. This position reports to the HOA Operations Manager.

Requirements

High School diploma or equivalent preferred.
One to three years’ relative experience preferred, in an active office environment.
Computer literate with proficient knowledge of Microsoft Office.
Ability to work independently and collaboratively within a team.
Ability to prioritize tasks and simultaneously handle multiple assignments.
Ability to write reports and correspondence; good proofreading skills.
Ability to read and interpret documents, such as equipment instructions and procedure manuals.
Strong leadership, organizational and planning skills; excellent time management skills and ability to multi-task and prioritize work; creative with an ability to suggest improvements.
Must have excellent written and verbal communication skills, with an ability to respond to the needs and requests of coworkers and members.
Must be able to consistently achieve high work standards; attention to detail, accuracy, and timeliness.
Must demonstrate initiative—ability to think, work, and make independent decisions based on sound judgment.
Must be able to pay attention to multiple details and be comfortable working in a fast- paced environment where continuous improvement is expected.
Must be highly customer oriented and responsive with high need for closure.
Able to work under pressure and balance multiple priorities and assignments.
Strong team-building skills, including the ability to lead, cooperate, and motivate.
Must be a role model and able to live our BlueStar core values: Honesty and Integrity, Respect for the Individual, Teamwork, Competitive Spirit.

Nice To Haves

Knowledge about Homeowners Associations a plus.
Experience in Tops [One] HOA Software is desirable.

Responsibilities

Acts as a point of contact for the department by handling homeowner inquiries in person, via email and by phone.
Processing changes of accounts, adding or deleting a Trust, ALC permits applications while applying ALC Guidelines, assist in adding/deleting gate devices from access system.
Coordination of Vacation Watch Requests while generating weekly report and invoices.
Coordination of Rental Applications to include Renter cards and/or Guest Cards, Process Contractor Decals, Coordinate Estate Sales Permits.
Maintain and coordinate scheduling of Arts & Crafts facilities.
Transfers and Condo Certs.
Assist homeowner with compliance to Rules and Regulations.
Train staff on all software and office processes.
Support other administrative staff with troubleshooting and problem solving.
Maintain master homeowner database per departmental procedures
Play an integral role in welcoming new Association homeowners
Provide essential Homeowner tools, including, but not limited to, member cards, gate devices, and directory codes.
Answer incoming calls and correspondence; respond to homeowner requests for information; other receptionist duties when needed.
Generate memos, emails, and reports.
Assist in training staff members and new employees.
Manage office programs, as directed by management.
Maintain office equipment, including computers and machines.
Maintain office supply inventory and manage office supply order.
Other duties and responsibilities may be assigned.