Administrative Assistant, Onsite

Associated Asset Management (AAM), LLC; Sun City (AZ); On-site; USD 32,000 - 42,000; Full time

Job summary

Associated Asset Management (AAM), LLC seeks an On-site Administrative Assistant at Sun City Festival in Buckeye, AZ. You will support the Community Manager with daily operations, provide exceptional customer service to homeowners and residents, and manage calendars, correspondence, and basic accounting tasks.

The role focuses on maintaining organized records, coordinating meetings, and assisting with inspections and vendor coordination in a fast-paced HOA environment.

Qualifications

• Ability to multitask and manage large volumes of administrative tasks while staying detail oriented.
• Excellent organizational and tracking skills to support on-site operations.
• Superior customer service and clear, professional communication with homeowners and staff.

Responsibilities

• Provide day-to-day administrative support to the Community Manager and on-site staff.
• Deliver outstanding customer service to homeowners, HOA board members, and residents.
• Maintain calendars, appointments, and correspondence; organize and manage databases.
• Arrange meetings and prepare notices and communications for involved parties.
• Assist with inspections of common areas and coordinate with vendors for bids.
• Process basic accounting duties including A/P and A/R coding; document retention and records.

Skills

Multitasking

Organizational skills

Customer service

Communication skills

Microsoft Office

Team collaboration

Education

High School or better

Tools

Microsoft Office

Job description

Onsite - Sun City Festival
Buckeye, AZ 85396, USA

Description

Join the Sun City Festival Team!

Sun City Festival in Buckeye, AZ is one of Del Webb's premium resort-style HOA communities in the southwest region located in the northwest valley of Phoenix 10 miles west of Surprise. The 31,000 square-foot Sage Recreation Center is the main hub of activity in the community. The amenities feature a clubhouse with a state-of-the-art fitness center, a meeting room, grand ballroom along with a resort-style outdoor pool with cascading waterfalls and lap pool. The community also offers a 9,000 square-foot Wood Shop & Craft Studio. 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 provide 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.