Administrative Assistant, Onsite

Associated Asset Management (AAM), LLC; Marana (AZ); On-site; USD 40,000 - 50,000; Full time

Job summary

Associated Asset Management (AAM), LLC seeks an Onsite Administrative Assistant at Del Webb at Dove Mountain in Marana, AZ. You will support the Community Manager, handle resident inquiries, and help maintain compliance and records for a 55+ active adult community.

Responsibilities include processing ARC applications, attending meetings, and guiding residents through design-review processes. A fast-paced environment with strong organizational skills is essential.

Qualifications

• High School diploma or better; customer-service oriented.
• Ability to multitask and prioritize in a fast-paced environment.
• Excellent organization and written/verbal communication skills.
• Experience supporting management in an office setting.
• Valid driver's license and reliable transportation.

Responsibilities

• Provide direct support to the Community Manager and HOA members.
• Inspect community phases weekly to ensure compliance with governing documents.
• Research, record, and track compliance information in the company database.
• Prepare compliance notices, fines, and related correspondence.
• Process resident applications for the Architectural Review Committee.
• Maintain the Resident filing system for ARC submittals.
• Attend ARC and Board of Directors meetings.
• Educate residents on design review processes and compliance.
• Assist with education of board-appointed committees and cross-department collaboration.

Skills

Multitasking

Organization

Communication

Customer service

Time management

Teamwork

Education

High School or better

Tools

Microsoft Office

Database systems

Job description

Onsite - Del Webb at Dove Mountain
Marana, AZ 85658, USA

Description

Join the Team at Del Webb at Dove Mountain!

Be part of a vibrant 55+ active adult community in beautiful Marana, AZ, where residents enjoy resort-style amenities including a private 14,000-square-foot recreation center, fitness center, pools, and courts for pickleball, bocce, and tennis. We’re looking for an enthusiastic, organized, and service-minded Onsite Administrative Assistant to support our Community Manager and help create an exceptional experience for residents and the community team. In this role, you’ll be providing day-to-day administrative support and outstanding customer service to homeowners, HOA board members, and onsite staff. If you thrive in a fast-paced environment, enjoy helping people, and love keeping things organized and running smoothly, we’d love to meet you!

Position Responsibilities

• Provide direct support to the Community Manager in order to meet community standards.
• Conduct weekly physical inspections of all community phases to ensure compliance of Association Governing Documents and Residential Design Guidelines.
• Research, record and track compliance information through company database.
• Investigate third-party non-compliance reports and maintain detailed records of non-compliance issue investigations and follow-up.
• Oversee the preparation of compliance notices, fine notices and related compliance correspondence.
• Process resident applications to the Architectural Review Committee, including but not limited to screening submittals for missing information, coordinating application process with Community Manager and/or Architectural Review Committee, preparing approval/denial letters to applicant(s) and drafting monthly Architectural Review reporting to the Board of Directors.
• Maintain a Resident filing system for Architectural Review Committee submittals.
• Attend monthly Architectural Review Committee and Board of Directors meetings.
• Educate residents on the Design Review Committee submittal process and compliance administration.
• Meet with and provide ongoing education to Board-appointed committee members.
• Monitor databases to uphold guideline standards.
• Perform other duties as directed by the Community Manager.

Knowledge, Skills & 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.
• Good reasoning skills with the ability to problem solve while exercising good judgment and decision making.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.
• Ability to interpret, evaluate and explain governing documents (CC&R’s and Design Guidelines) to homeowners, board members and staff members.

Physical Demands & Work Environment

• Position involves sitting, standing, driving and movement throughout the day.
• Utilizing a computer in an office setting.
• Utilizing personal vehicle to perform routine physical inspections of the Community.
• Utilizing personal smart device to perform routine compliance inspections of the Community.

Qualifications

Behaviors

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

Enthusiastic

Shows intense and eager enjoyment and interest

Motivations

Ability to Make an Impact

Inspired to perform well by the ability to contribute to the success of a project or the organization

Self-Starter

Inspired to perform without outside help

Growth Opportunities

Inspired to perform well by the chance to take on more responsibility

Education

High School or better.

Experience

3 years

Full time, paid, professional experience working in an administrative role supporting management within a fast-faced, high-volume office/customer service environment. Valid Driver's License.

Preferred

2 years

Full time, paid, professional experience working in an administrative support role within an HOA/Property Management organization.

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.