Administrative Assistant, Onsite

Associated Asset Management (AAM), LLC; Skyline Village (MI); On-site; USD 36,000 - 46,000; Full time

Job summary

Skyline Village in San Tan Valley, AZ is seeking an Onsite Administrative Assistant to support the Community Manager and residents. You will provide day-to-day administrative help to homeowners, HOA board members, and onsite staff, ensuring smooth operations and high service levels.

Responsibilities include calendar management, meeting coordination, basic accounting (A/P, A/R), vendor liaison, and records maintenance.

Qualifications

• 3 years: Full time, paid administrative experience supporting management in a fast-paced, high-volume office/customer service environment.
• Preferred: 2 years in an administrative support role within an HOA/Property Management organization.

Responsibilities

• Perform a wide spectrum of administrative duties essential to enforcing community CC&Rs and supporting the On-site Community Manager.
• Develop relationships with community board members and homeowners.
• Provide excellent customer service and resolve issues via phone and face-to-face interactions.
• Maintain calendars and appointments, compose correspondence, and create/maintain database information.
• Arrange meetings (times/locations) and prepare notices for involved parties.
• Assist with inspections of common areas per management contract.
• Coordinate with vendors to obtain bids and provide direction.
• Perform general accounting duties including some A/P, A/R, and invoice coding.
• Maintain accurate and current association records.
• Perform other duties as directed by management.

Skills

Multitasking

Organization

Customer service

Communication skills

Attention to detail

Education

High School or better

Job description

Skyline Village
San Tan Valley, AZ 85140, USA

Description

Join the Skyline Village Team!

Skyline Village in San Tan Valley, AZ, is a vibrant, design-forward community where modern living meets the natural beauty of the Sonoran Desert. With thoughtfully designed resort-style amenities, parks, sport courts, and scenic walking paths, Skyline Village is a dynamic and an exciting place to work! 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 Summary:

Primarily responsible for providing administrative assistance to the Community Manager and residents at an on-site property which includes daily customer service to homeowners, HOA board members and other on-site staff.

Position Responsibilities:

• Perform a wide spectrum of administrative duties that are essential to successfully enforcing community Covenants, Compliance & Regulations (CC&R’s), provides administrative support and other tasks as directed to On-site Community Manager and other on-site staff members.
• Develops a working relationship with community board members and homeowners.
• Extend top-notch customer service and problem resolution via phone and face-to-face interaction with board members and residents.
• Provide traditional office support by maintaining calendars and appointments, composing correspondence, and creating/maintaining database information.
• Arrange various meetings (times/locations) and prepare all correspondence necessary to notify included parties.
• Assists with community inspections of common areas according to AAM’s management contract.
• Work with vendors to provide direction and collect bids per the manager.
• Perform various general accounting duties, including some A/P, A/R, coding of invoices and billing.
• Maintains accurate and current association records.
• Performs other duties as directed by management staff.

Knowledge, Skills & 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 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

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-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.