Administrative Assistant

ASSOCIATED ASSET MANAGEMENT; Tempe (AZ); On-site; USD 42,000 - 52,000; Full time

Job summary

ASSOCIATED ASSET MANAGEMENT in Tempe, AZ is seeking a detail-oriented administrative professional to support Community Managers, residents, and communities. The role centers on customer service, preparing violation letters, and keeping projects organized.

You will manage correspondence, coordinate meetings, track submittals, and assist with vendor bids while upholding deadlines and quality standards.

Qualifications

• Minimum of 3 years of full-time administrative support experience in an office.
• Experience in customer service in person and over the phone.
• Bilingual English and Spanish is a plus.
• High school diploma or higher required.

Responsibilities

• Provide direct administrative support to Community Managers.
• Handle customer service via phone and email.
• Prepare and mail violation letters and maintain records.
• Assist with meeting logistics, documents, and vendor coordination.
• Maintain calendars, submittals, and project deadlines.
• Support front desk as needed.
• Contribute to brochures and community materials.

Skills

Customer service

Multitasking

Office administration

Communication

Education

High School Diploma

Tools

Microsoft Office

Job description

Arizona Tempe Office
Tempe, AZ 85282, USA

Description

If you are looking to join a team that takes pride in a high-performing culture, with a specific focus to empower employees to reach their highest potential; then you may have just found your perfect fit with Associated Asset Management! We’re looking for a detail-oriented professional who enjoys supporting Community Managers, assisting residents, and helping communities run smoothly. In this role, you’ll provide key administrative support—including customer service, preparing and sending violation letters, and handling essential administrative tasks that keep projects organized and communities thriving.

Position Summary:

Primarily responsible for providing administrative assistance to assigned Community Managers which includes customer service, preparing/mailing violation letters, and overall administrative duties that lead to the success of ongoing projects.

Position Responsibilities:

• Provides direct support to assigned Community Managers in order to meet community standards.
• Addresses customer issues and ensures effective, long-term solutions.
• Provides customer service to homeowners via phone and email.
• Provides support to community managers which includes answering phones/returning calls, composing correspondence, sending/receiving faxes, creating and maintaining spreadsheets, etc.
• Maintains an effective process for tracking architectural submittals.
• Arranges Board of Directors (BOD) meetings (times/locations) and prepares all correspondence necessary to notify parties and updates, prepares and mails BOD meeting packets.
• Ensures necessary information is organized and accessible to Community Managers on the day of BOD meetings.
• Works with vendors to provide direction and collect bids per the manager.
• Designs brochures, pamphlets, handouts, etc. for communities.
• Maintains strict adherence to community and company deadlines.
• Provides relief to front receptionist.
• Performs other related duties as directed.

Knowledge, Skills and Abilities:

• Ability to multitask, and prepare and process large amounts of administrative 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 high volume, fast-paced environment.
• Ability to proficiently utilize computer programs and database systems, including Microsoft office, internet and e-mail systems.
• Ability to interact and work professionally, positively and effectively with homeowners and staff at all levels.
• Advanced communication skills both verbally and written.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.

Physical Demands & Work Environment

• Primarily sitting in an office setting utilizing computer.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.

Qualifications

Education

Required

High School or better.

Experience

Required

3 years:

Full time, paid, professional experience working in an administrative support role within an office environment involving customer service in person and over the phone.

Preferred

2 years:

Full time, paid, professional experience working in an administrative support role within the HOA/Property Management industry. Bilingual (English and Spanish).

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.