Onsite Administrative Assistant

AAM Brand•Fallbrook, CA

3d•Onsite

About The Position

Rancho Monserate Country Club HOA is seeking a friendly, organized, and customer-focused Administrative Assistant to join its on-site management team in a resident-owned 55+ community. The role supports the Community Manager and serves as a resource for homeowners, HOA Board members, and staff. It is primarily responsible for providing assistance to the Community Manager and residents at the on-site property, including daily customer service to homeowners, board members, and other on-site staff. The position performs administrative duties supporting enforcement of community Covenants, Compliance & Regulations (CC&Rs), provides office and general accounting support, maintains association records, and assists with community inspections, vendor coordination, and meetings. The employee also performs other duties as directed by management staff.

Requirements

Ability to multitask and process large amounts of administrative and customer-request items while maintaining attention to detail.
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.
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.
Superior customer service skills and phone etiquette.
Ability to work collaboratively and cooperatively within the department and with other departments.

Responsibilities

Perform administrative duties supporting enforcement of community Covenants, Compliance & Regulations (CC&Rs).
Provide administrative support and other assistance to the On-site Community Manager and other on-site staff.
Develop working relationships with community board members and homeowners.
Provide customer service and problem resolution to board members and residents by phone and face-to-face.
Maintain calendars and appointments, compose correspondence, and create and maintain database information.
Arrange meeting times and locations and prepare correspondence to notify participants.
Assist with community inspections of common areas according to AAM’s management contract.
Work with vendors to provide direction and collect bids as directed by the manager.
Perform general accounting duties, including some accounts payable, accounts receivable, invoice coding, and billing.
Maintain accurate and current association records.
Perform other duties as directed by management staff.
Set up and break down for events and meetings as needed.