Administrative Assistant

AAM Brand•Tempe, AZ

About The Position

The Administrative Assistant provides administrative support to assigned Community Managers, helping maintain community standards and support 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 correspondence, spreadsheets, and other administrative tasks. The position also works with vendors, creates community materials, maintains deadlines, and provides coverage for the front receptionist.

Requirements

Ability to multitask and prepare and process large amounts of administrative work 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, the 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 administrative support to assigned Community Managers to help meet community standards.
Address customer issues and help ensure effective, long-term solutions.
Provide customer service to homeowners by phone and email.
Answer phones, return calls, compose correspondence, send and receive faxes, and create and maintain spreadsheets.
Prepare and mail violation letters.
Maintain an effective process for tracking architectural submittals.
Arrange Board of Directors meeting times and locations, prepare and send notices and updates, and prepare and mail meeting packets.
Ensure necessary information is organized and accessible to Community Managers on Board meeting days.
Work with vendors to provide direction and collect bids as requested by the manager.
Design brochures, pamphlets, handouts, and other materials for communities.
Meet community and company deadlines.
Provide relief to the front receptionist.
Perform other related duties as directed.