Administrative Assistant

ASSOCIATED ASSET MANAGEMENT; Tempe (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

ASSOCIATED ASSET MANAGEMENT is seeking an organized Administrative Support professional to help keep maintenance operations running smoothly across multiple homeowner association communities in Tempe, AZ. You will coordinate schedules, manage work orders and vendor records, maintain documentation, and prepare reports while supporting the Maintenance Director and leadership team.

The role requires strong communication, attention to detail, and proficiency with Microsoft Office.

Qualifications

• 2 years of full-time, paid administrative support experience in an office environment with customer service.
• High School diploma or better.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams, PowerPoint).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to work effectively with employees, vendors, residents, and management personnel.
• Strong customer service and problem-solving skills.
• Ability to analyze information, prepare reports, and maintain accurate records.

Responsibilities

• Provide direct administrative support to the Maintenance Director and Maintenance Managers.
• Prepare, maintain, and distribute reports, correspondence, spreadsheets, presentations, and department documentation.
• Assist with tracking work orders, service requests, preventative maintenance schedules, and project statuses.
• Maintain files and records in accordance with company policies and retention requirements.
• Assist with obtaining bids, gathering vendor information, and coordinating contractor scheduling.
• Monitor inventory reports and assist with ordering office supplies, equipment, materials, and department resources.
• Compile data and generate reports related to work orders, maintenance activities, staffing, and operational performance.
• Perform other duties as directed.

Skills

Organizational skills

Verbal communication

Written communication

Attention to detail

Data entry

Confidentiality

Customer service

Problem-solving

Teamwork

Education

High School or better

Tools

Microsoft Office Suite

Outlook

Word

Excel

Teams

PowerPoint

Job description

AAM Corporate Office

Tempe, AZ 85282, USA

Description

Join Our Maintenance Team!

We’re looking for a highly organized, detail-oriented Administrative Support professional to help keep our maintenance operations running smoothly across multiple homeowner association communities. In this important role, you’ll support the Maintenance Director and leadership team by coordinating schedules, managing work orders and vendor records, maintaining documentation, preparing reports, and facilitating clear communication.

If you thrive in a fast-paced environment, enjoy helping others, and take pride in keeping processes organized and efficient, we’d love to have you on our team!

Position Responsibilities:

• Provide direct administrative support to the Maintenance Director and Maintenance Managers.
• Prepare, maintain, and distribute reports, correspondence, spreadsheets, presentations, and department documentation.
• Assist with tracking work orders, service requests, preventative maintenance schedules, and project statuses.
• Maintain files and records in accordance with company policies and retention requirements.
• Assist with obtaining bids, gathering vendor information, and coordinating contractor scheduling.
• Monitor inventory reports and assist with ordering office supplies, equipment, materials, and department resources.
• Compile data and generate reports related to work orders, maintenance activities, staffing, and operational performance.
• Perform other duties as directed.

Knowledge, Skills, and Abilities:

• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy in data entry, reporting, and recordkeeping.
• Proficient in Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Knowledge of administrative office practices and procedures.
• Ability to work effectively with employees, vendors, residents, and management personnel.
• Strong customer service and problem-solving skills.
• Ability to analyze information, prepare reports, and maintain accurate records.

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

2 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.

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.