Administrative Assistant (Compliance)

AAM Brand•Tucson, AZ

About The Position

The Administrative Assistant (Compliance) provides administrative support to assigned Community Managers and customer service to homeowners. The role helps ensure Architectural Guidelines and Governing Documents are upheld in designated communities through knowledge of CC&Rs and Design Guidelines, and educates homeowners about compliance and submittal processes. Duties include supporting ongoing projects, managing compliance and architectural-submittal processes, and performing general administrative tasks that contribute to community success.

Requirements

Ability to multitask and process large volumes of administrative work and customer requests with 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, the 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.
Ability to use a personal vehicle for routine physical inspections of the community.

Responsibilities

Provide direct administrative support to assigned Community Managers to help meet community standards.
Address customer issues and work toward effective, long-term solutions.
Provide customer service to homeowners by phone and email.
Support Community Managers by answering and returning calls, composing correspondence, sending and receiving faxes, and creating and maintaining spreadsheets.
Maintain a process for tracking architectural submittals.
Arrange Board of Directors meetings, prepare and send related correspondence and updates, and prepare and mail meeting packets.
Organize information so it is 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 community brochures, pamphlets, and handouts.
Adhere to community and company deadlines.
Provide relief to the front receptionist.
Educate and partner with homeowners to achieve effective, long-term solutions.
Research non-compliance issues and prepare documentation for Committee or Board review.
Record and track compliance information in the company database.
Maintain detailed compliance records, including investigation and follow-up reports regarding non-compliance.
Investigate homeowner complaints or accusations against other parties and make determinations based on findings.
Oversee preparation of compliance notices, fine notices, and related compliance matters, as well as landscape and architectural submittals.
Conduct routine property tours and inspections of community lots to check compliance with Association CC&Rs.
Educate homeowners, staff, and realtors on submittal processes and compliance administration.
Meet with homeowner committees and provide ongoing education.
Use the VMS computer software tracking system to support timely implementation of compliance.
Monitor the software database to uphold guideline standards.
Perform other related duties as directed.