Onsite Administrative Assistant

Aam Llc; Fallbrook (CA); On-site; USD 40,000 - 52,000; Full time

Job summary

Rancho Monserate HOA is seeking an Administrative Assistant to join our on-site management team at Rancho Monserate Country Club HOA in Fallbrook, CA. This role supports the Community Manager, homeowners, board members, and staff through a range of administrative tasks and exceptional customer service.

Responsibilities include calendar management, correspondence, vendor coordination, basic accounting, and assisting with inspections of common areas.

Qualifications

• High School diploma or equivalent.
• 3+ years of administrative experience in a fast-paced office.
• Experience supporting management in an HOA or property management setting is a plus.

Responsibilities

• Provide administrative support to the on-site Community Manager and staff.
• Deliver daily customer service to homeowners, HOA board members, and residents.
• Maintain calendars, compose correspondence, and manage database information.
• Arrange meetings and prepare notices for involved parties.
• Assist with inspections of common areas per management contract.
• Coordinate with vendors and collect bids as directed by the manager.
• Perform basic accounting duties (A/P, A/R, invoice coding).
• Maintain accurate and current association records.

Skills

Multitask

Organization

Customer service

Communication

Education

High School diploma or equivalent

3+ years administrative experience

Tools

Microsoft Office Suite

Database systems

Job description

Onsite - Rancho Monserate Fallbrook, CA 92028, USA

Description

Join the Team at Rancho Monserate HOA! Nestled just east of Bonsall and south of Fallbrook, California, Rancho Monserate Country Club HOA is a vibrant, resident-owned 55+ community where neighbors enjoy an active lifestyle and a strong sense of community. We're looking for a friendly, organized, and customer-focused Administrative Assistant to join our on-site management team. In this role, you'll support the Community Manager while serving as a resource for homeowners, HOA Board members, and staff. If you enjoy working with people, take pride in organization, and want to be part of a welcoming community, we'd love to hear from you!

Primarily responsible for providing all 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 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 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.