Administrative Assistant (Dedicated)

ASSOCIATED ASSET MANAGEMENT; Maricopa (AZ); Presencial; USD 35.000 - 52.000; Jornada completa

Descripción de la vacante

ASSOCIATED ASSET MANAGEMENT in Maricopa, Arizona, is seeking an onsite Community Management Assistant to support a Homeowners Association. You will deliver excellent customer service, handle day-to-day administrative tasks, and become a knowledgeable resource on CC&Rs and operations.

The role emphasizes organizing communications, running reports, assisting with inspections, attending board meetings when needed, and maintaining accurate records, vendor relations, and deadlines.

Formación

• 3+ years of full-time administrative experience supporting management in a fast-paced office.
• Excellent multitasking, detail orientation, and deadline-driven work style.
• Strong customer service, written and verbal communication skills.

Responsabilidades

• Provides administrative support to the Community Manager and team.
• Assists with compliance, inspections, and CC&Rs administration.
• Communicates with homeowners and attends board meetings as needed.
• Runs reports, tracks violations, and maintains records and vendor relations.
• Maintains association records and websites, and coordinates with contractors.

Conocimientos

Customer service

Multitasking

Organization

Communication

Educación

High School or better

Herramientas

Microsoft Office

CRM systems

Descripción del empleo

• Community Management
• Full-Time

Description

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.

Qualifications

Behaviors

Required

Enthusiastic : Shows intense and eager enjoyment and interest

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

Required

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.