Administrative Assistant (Compliance)

Associated Asset Management (AAM)•Oro Valley, AZ

About The Position

The Administrative Assistant (Compliance) provides administrative assistance to assigned Community Managers, delivers customer service to homeowners, and helps ensure community and architectural guidelines are maintained. The role supports ongoing projects and community standards, including preparing and mailing violation letters and maintaining knowledge of CC&Rs and Design Guidelines. It also educates homeowners about compliance and submission processes to support community operations. The position includes administrative, communication, recordkeeping, and coordination duties, along with routine property tours and inspections of community lots. The employee uses the company’s VMS tracking system and database to monitor compliance and guideline standards, and may provide relief to the front receptionist. The work is performed in an office setting and involves using a personal vehicle for community inspections.

Requirements

Ability to multitask and process a large volume of administrative and customer-request items with attention to detail.
Ability to handle multiple tasks, establish priorities, and meet deadlines.
Strong organization and tracking skills.
Ability to work efficiently in a fast-paced, demanding environment.
Proficiency with computer programs and database systems, including Microsoft Office, internet, and email systems.
Ability to interact and work positively and effectively with homeowners and staff at all levels.
Advanced verbal and written communication skills.
Strong customer service skills and phone etiquette.
Ability to work collaboratively and cooperatively within the department and with other departments.

Responsibilities

Provide direct administrative support to assigned Community Managers to help meet community standards.
Address customer issues and work toward effective, long-term solutions.
Provide customer service to homeowners by phone and email.
Answer and return calls, compose correspondence, send and receive faxes, and create and maintain spreadsheets.
Maintain a process for tracking architectural submittals.
Arrange Board of Directors meetings, prepare and send related notices and updates, and prepare and mail meeting packets.
Organize and make necessary information accessible to Community Managers for Board of Directors meetings.
Coordinate with vendors to provide direction and collect bids as requested by the manager.
Design community brochures, pamphlets, handouts, and similar materials.
Meet community and company deadlines.
Provide relief to the front receptionist.
Educate and partner with homeowners to achieve effective, long-term compliance solutions.
Research non-compliance issues and prepare documentation for Committee or Board review.
Record and track compliance information in the company database.
Maintain detailed compliance records, including investigation and follow-up reports.
Investigate complaints or accusations made by homeowners against other parties and make determinations based on the findings.
Oversee preparation of compliance notices, fine notices, and documentation related to compliance issues, landscape submittals, and architectural submittals.
Conduct routine property tours and inspections of community lots to check compliance with Association CC&Rs.
Educate homeowners, staff, and realtors on submittal processes and compliance administration.
Meet with homeowner committees and provide ongoing education.
Use the VMS computer software tracking system to support timely compliance implementation.
Monitor the software database to uphold guideline standards.
Perform other related duties as directed.