Administrative Assistant (Dedicated)

AAM Brand•Maricopa, AZ

6d•Onsite

About The Position

The Administrative Assistant provides dedicated customer service and administrative support to one community and/or one Community Manager. The role supports Glennwilde Homeowners’ Association in Maricopa, Arizona, and requires in-depth knowledge of the community’s Covenants, Conditions & Restrictions (CC&Rs) and management contract. The assistant works closely with the Community Manager, homeowners, board members, committees, staff, and contract vendors to support community operations and address homeowner needs. Work includes maintaining association records and websites, supporting financial and architectural review processes, documenting homeowner communications, preparing board materials, and assisting with inspections, meetings, and community events. The position is primarily based at a workstation in an office and also involves walking or driving through the community to assist with common-area inspections.

Requirements

Ability to multitask and process a large volume of administrative and customer requests while maintaining attention to detail.
Ability to handle multiple tasks, establish priorities, and meet deadlines.
Exceptional 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.
Superior customer service skills and phone etiquette.
Ability to work collaboratively and cooperatively within the department and with other departments.

Responsibilities

Provide administrative support and perform other tasks as directed by the assigned Community Manager.
Partner with AAM’s Management Team to support compliance with state and federal association management laws.
Develop working relationships with community board members and committees.
Assist with inspections of community common areas in accordance with AAM’s management contract.
Communicate with homeowners about compliance with CC&Rs, answer homeowner calls, document relevant conversations in RIC, and help resolve issues and complaints.
Assist with reporting landscape issues, bid requests, and other community issues.
Maintain current information and accurate association records and websites.
Attend monthly evening board meetings with the manager when requested, attend other meetings as needed, and assist with annual meeting tasks, ballot tracking, and meeting attendance.
Run reports and assemble information about violations, appeals, and homeowner issues for board packets.
Code vendor invoices, review monthly financials, prepare variance reports, and submit community accounts payable.
Use BoardVue to manage tasks and project status updates.
Maintain the FOB tracking system, including deactivation, and provide reports as required.
Oversee the design review guidelines process and maintain tracking of architectural submittals.
Assist in reviewing bid proposals and maintain open communication with contract vendors.
Travel to and from assigned communities as required by the management contract.
Design community brochures, pamphlets, and handouts.
Update community disclosure packages.
Meet community and company deadlines and perform other duties as directed.
Help set up and break down events or meetings as needed.