Developer Services Coordinator

Associated Asset Management (AAM); Indianapolis (IN); On-site; USD 40,000 - 60,000; Full time

Job summary

Join Associated Asset Management (AAM) in Indianapolis, Indiana, as part of a dedicated team managing community development projects. This role focuses on administrative tasks, coordinating with Developer Services, and supporting startup operations for residential communities.

The ideal candidate thrives in a fast-paced environment, possesses excellent organizational skills, and excels in communication. Join a supportive culture that prioritizes your growth and contributions!

Qualifications

• Experience working with Developer Communities or knowledge of Governing Documents.
• Strong attention to detail and timely follow-up.
• Capacity to organize, track and manage multiple priorities.

Responsibilities

• Update and monitor SharePoint site for communities.
• Coordinate with Developer Services for community setups.
• Prepare Board and Design Review Committee resolutions.
• Manage administrative tasks for startup communities.

Skills

Excellent interpersonal skills

Self-direction

Time Management

Professional written and verbal communication skills

Job description

Description

Join a high-performing, people-first culture with Associated Asset Management, a national leader in HOA management for over 36 years! Be part of a team that empowers growth and excellence while supporting Developer Services for exciting new community start-ups. In this role, you’ll help keep projects running smoothly by managing documentation, tracking internal systems, updating spreadsheets, capturing meeting notes, and supporting essential start-up operations across diverse residential communities.

Position Responsibilities

• Update and monitor SharePoint (Intranet) site to include following up with clients regarding timing on new communities, receipt of documentation, etc.
• Coordinate with Developer Services team members to ensure all items are received for basic start-up of a community.
• Ensure all documents are moved from BD folder to the community folder once entity is set up in VMS.
• Update developer/builder spreadsheets monthly as well as other tracking processes as directed.
• Prepare Board and Design Review Committee resolutions and obtain required signatures.
• Perform administrative tasks including downloading and saving files, sending items through Executive Directives, updating MAT, assistance with ARC review process, etc.
• Coordinate startup of new communities to include obtaining EIN, preparing W9 and ensuring receipt of address list.
• Update existing W-9 forms as needed.
• Attend developer meetings, both in person and remotely, and take meeting notes.
• Audit files and update templates as required to ensure compliance with state/federal statutes.
• Coordinate sending and receiving of information to and from clients including sending documents via DocuSign.
• Manage the Billing and Closing Instructions dashboards.
• Enter metadata into VMS for new communities to include adding CC&R references of declarant control and entering/updating the number of lots/units as required.
• Complete Insurance Quote Request form for start-up communities.
• Perform administrative tasks for start-up communities including draft landscape RFPs, obtaining quotes, and improving various bidding forms. To include acquiring and tracking receipt of community plans, maps and documents required for new budgets.
• Complete Boardvue start-up task spreadsheet and enter Boardvue start-up tasks.
• Perform other related duties as assigned.

Desired Knowledge, Skills, And Abilities

• Excellent interpersonal skills: outgoing and communicative, socially oriented, poised, effective in groups, articulate, persuasive in expression, strong public speaker.
• Self‑direction: capacity to set personal priorities, follow‑up and report as required.
• Time Management: ability to organize, track and manage multiple priorities and meet deadlines.
• Experience working with Developer Communities and/or other entities that involved knowledge and enforcement of Governing Documents.
• Ability to prepare and process large amounts of administrative items with strong attention to detail and timely follow‑up.
• Ability to function efficiently and independently in a fast‑paced, demanding environment.
• Professional written and verbal communication skills.
• Ability to work collaboratively and cooperatively within the department as well as with other departments and clients.

Physical Demands & Work Environment

• Utilizing a computer in an office setting, utilizing personal vehicle for travel involved and able to walk or move around properties as necessary.
• Ability to lift up to 25 pounds.