Onsite Administrative Assistant

AAM Brand•Florence, AZ

1d•Onsite

About The Position

Position Summary: Primarily responsible for providing all assistance to the Assistant Community Manager and residents at an on-site property which includes daily customer service to homeowners, HOA board members and other on-site staff. Position Responsibilities: Perform a wide spectrum of administrative duties that are essential to successfully enforcing community Covenants, Compliance & Regulations (CC&R’s), provides administrative support and other tasks as directed to On-site Community Manager and other on-site staff members. Develops a working relationship with community board members and homeowners. Extend top-notch customer service and problem resolution via phone and face-to-face interaction with board members and residents. Provide traditional office support by maintaining calendars and appointments, composing correspondence, and creating/maintaining database information. Arrange various meetings (times/locations) and prepare all correspondence necessary to notify included parties. Assists with community inspections of common areas according to AAM’s management contract. Work with vendors to provide direction and collect bids per the manager. Perform various general accounting duties, including some A/P, A/R, coding of invoices and billing. Maintains accurate and current association records. Performs other duties as directed by management staff.

Requirements

Ability to multitask and prepare and process large amounts of administrative and customer request items while being detail oriented.
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.
Ability to proficiently utilize computer programs and database systems, including Microsoft Office, internet, and e-mail systems.
Ability to interact and work positively and effectively with homeowners and staff at all levels.
Advanced communication skills both verbal and written.
Superior customer service skills and phone etiquette.
Ability to work collaboratively and cooperatively within the department as well as with other departments.

Responsibilities

Providing assistance to the Assistant Community Manager and residents
Daily customer service to homeowners, HOA board members and other on-site staff
Enforcing community Covenants, Compliance & Regulations (CC&R’s)
Providing administrative support to On-site Community Manager and other on-site staff members
Developing a working relationship with community board members and homeowners
Extending top-notch customer service and problem resolution via phone and face-to-face interaction with board members and residents
Maintaining calendars and appointments
Composing correspondence
Creating/maintaining database information
Arranging various meetings (times/locations) and prepare all correspondence necessary to notify included parties
Assisting with community inspections of common areas according to AAM’s management contract
Working with vendors to provide direction and collect bids per the manager
Performing various general accounting duties, including some A/P, A/R, coding of invoices and billing
Maintaining accurate and current association records
Performing other duties as directed by management staff