Administrative Assistant

Associated Asset Management (AAM)•Tempe, AZ

21d

About The Position

The Administrative Assistant provides administrative support to assigned Community Managers, helping maintain community standards and support successful ongoing projects. The role includes customer service for homeowners, preparing and mailing violation letters, coordinating Board of Directors meetings and materials, tracking architectural submittals, and handling other administrative duties. The position also provides occasional relief to the front receptionist.

Requirements

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

Responsibilities

Provide direct support to assigned Community Managers to help meet community standards.
Address customer issues and ensure effective, long-term solutions.
Provide customer service to homeowners by phone and email.
Support Community Managers by answering phones and returning calls, composing correspondence, sending and receiving faxes, and creating and maintaining spreadsheets.
Maintain an effective process for tracking architectural submittals.
Arrange Board of Directors meetings, including times and locations; prepare correspondence and meeting notices and updates; and prepare and mail meeting packets.
Ensure necessary information is organized and accessible to Community Managers on the day of Board of Directors meetings.
Work with vendors to provide direction and collect bids as requested by the manager.
Design brochures, pamphlets, handouts, and other community materials.
Meet community and company deadlines.
Provide relief to the front receptionist.
Perform other related duties as directed.