Administrative Assistant (Dedicated)

Associated Asset Management (AAM)•Maricopa, AZ

7d•Onsite

About The Position

The Administrative Assistant is dedicated to one community and/or one Community Manager, providing customer service and administrative support to the designated community and its homeowners. The role requires in-depth knowledge of the community’s Covenants, Conditions & Restrictions (CC&Rs) and management contract. This position supports Glennwilde Homeowners’ Association in Maricopa, Arizona, as part of AAM’s onsite community management team, working closely with the Community Manager.

Requirements

Ability to multitask and process a large volume of administrative and customer requests 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 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.

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 according to the management contract.
Communicate with homeowners about compliance with CC&Rs, answer homeowner calls, provide customer service, and help resolve issues and complaints.
Document relevant homeowner conversations in RIC.
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 as requested, and attend other meetings as needed.
Run reports and assemble information about violations, appeals, and homeowner issues for board packets.
Support annual meeting tasks, track ballots, and attend the meeting.
Code vendor invoices, review monthly financials, prepare variance reports, and submit community accounts payable.
Use BoardVue to manage tasks and project status updates.
Track FOBS and deactivations and provide reports as required.
Oversee the design review guidelines process and track 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.
Maintain adherence to community and company deadlines.
Update community disclosure packages.
Perform other duties as directed.