Administrative Assistant, Onsite

AAM Brand•Avon, IN

3d•Onsite

About The Position

Primarily responsible for providing all assistance to the Community Manager and residents at an on-site property which includes daily customer service to homeowners, HOA board members and other on-site staff. 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 Community Manager and other on-site staff. Develops a working relationship with community board members and home owners. 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. Help maintain a clean workspace and aid in the organization and cleanliness of the clubhouse facility. Maintain and manage processes for the re-ordering of supplies for clubhouse needs (janitorial, coffee bar, & other). Performs other duties as directed by management staff.

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

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 Community Manager and other on-site staff
Develops a working relationship with community board members and home owners
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
Help maintain a clean workspace and aid in the organization and cleanliness of the clubhouse facility
Maintain and manage processes for the re-ordering of supplies for clubhouse needs (janitorial, coffee bar, & other)
Performs other duties as directed by management staff