Administrative Assistant (Dedicated)

AAM Brand; Maricopa (AZ); In loco; USD 42.000 - 52.000; Tempo pieno

Descrizione del lavoro

AAM in Maricopa, Arizona, is seeking a dedicated onsite Community Assistant to support the Community Manager and HOA operations. You will deliver responsive customer service to homeowners and handle day-to-day administrative tasks with strong knowledge of CC&Rs and management contracts.

The role emphasizes organization, attention to detail, and effective communication with homeowners and board members, with occasional evening meetings and site inspections as part of duties.

Competenze

• 3 years of full-time administrative experience supporting management.
• Must reside within reasonable commuting distance of Maricopa, AZ.
• Valid driver's license and reliable vehicle required.

Mansioni

• Provide administrative support to the Community Manager.
• Communicate with homeowners regarding compliance and issues.
• Review financials and run basic reports for board packets.
• Attend board meetings as requested and assist with event setup.

Conoscenze

Multitasking

Organization

Communication skills

Customer service

Microsoft Office

Documentation tracking

Formazione

High School or better

Strumenti

BoardVue

RIC

FOBS

Microsoft Office

Internet

Email systems

Descrizione del lavoro

Bring your customer service skills to a community where your work truly makes an impact!

Join AAM’s onsite community management team supporting Glennwilde Homeowners’ Association, a beautiful family community in Maricopa, Arizona. Working closely with the Community Manager, you’ll provide outstanding service to homeowners, assist with day-to-day administrative needs, and become a knowledgeable resource on community guidelines and operations.

If you’re organized, personable, and enjoy helping people, this is a wonderful opportunity to become an integral part of a thriving community!

Position Summary:

Primarily responsible for being a dedicated assistant to one community and/or one Community Manager by providing effective customer service and overall administrative support to the designated community/homeowners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&R’s) and the management contract.

Position Responsibilities:

• Provides administrative support and other tasks as directed by the assigned Community Manager.
• Partners with AAM’s Management Team to ensure compliance with State and Federal Association Management Laws.
• Develops a working relationship with community board members and various committees. .
• Assists with community inspections of common areas according to AAM’s management contract.
• Communicates with homeowners concerning compliance with CC&R’s.
• Answer and provides customer service to homeowner calls.
• Utilize RIC for documentation of relevant homeowner conversations.
• Work with homeowners to resolve issues and complaints.
• Assist in reporting of landscape issues; bid request and community issues.
• Attend monthly evening board meetings with manager: as requested.
• Run reports and assemble information regarding violations, appeals and homeowner issues for board packets.
• Follow Annual meeting Task, tracking of ballots; attend meeting.
• Code invoices received from vendors.
• Review Financials, run and prepare Variance Reports.
• Utilize BoardVue for Tasks and Project Status Updates.
• Maintain the tracking system for FOBS / deactivation / provide reports as required.
• Reviews monthly financials and submits community accounts payable.
• Oversees the design review guidelines process.
• Assists in reviewing bid proposals.
• Travels to and from assigned communities per management contract.
• Maintains accurate and current association records and websites.
• Maintains an effective process for tracking architectural submittals.
• Designs brochures, pamphlets, handouts, etc. for communities.
• Attend meetings as needed.
• Maintains open communication with contract vendors.
• Maintains strict adherence to community and company deadlines.
• Assists in reviewing bid proposals.
• Updates community disclosure packages.
• Maintains accurate and current association records.
• Performs other duties as directed.

Knowledge, Skills, and Abilities:

• 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.

Physical Demands & Work Environment:

• Primarily sitting at a workstation utilizing a computer in an office setting.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.
• Walking/driving through community to assist in the inspection of common areas.
• Helping to set up/break down for events and/or meetings as needed.

Behaviors

Required

• Enthusiastic: Shows intense and eager enjoyment and interest
• Team Player: Works well as a member of a group
• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Preferred

• Team Player: Works well as a member of a group
• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Motivations

Preferred

• Goal Completion: Inspired to perform well by the completion of tasks
• Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization

Education

High School or better.

Experience

Required

• 3 years: Full-time, paid, professional experience working in an administrative role supporting management within a fast-paced, high-volume office/customer service environment. Valid driver’s license and reliable vehicle required. Must reside within a reasonable commuting distance of the community in Maricopa and be available to visit the community regularly, as required.

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.