About the job
Primarily responsible for assisting Community Manager(s) by providing effective customer service to onsite homeowners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&R’s) and management contracts.Position Responsibilities:Provides administrative support and other tasks as directed to General Manager.Partners with AAM's Management Team to ensure compliance with State and Federal Association Management Laws.Develops a working relationship with community board members and various committees.Assists with community inspections of common areas according to AAM's management contract.Communicates with homeowners concerning compliance with CC&R's.Reviews monthly financials and submits community accounts payable as directed by Manager.Oversees the design review guidelines process.Assists in reviewing bid proposals with Manager and provide excel spreadsheet summary.Maintains accurate and current association records, calendars, and website.Meeting Minute Taker for all Open and Executive Board Meetings as well as Committee Meetings.Maintains meeting schedule and open communication with contract vendors.Maintains strict adherence to community and company deadlines.Works with Committees for community disclosure packages.Coordinate all club & RC recreation committee activities in the Clubhouse with assistance in organizing the events with information to obtain necessary supplies, room setup, kitchen options & etc.Book community & private events, contracts, rules & etc., for all facilities in the Clubhouse.Report to Community Manager on needed supplies & inventory for clubhouse and activities and events.Provided necessary keys to volunteers for storage closets, refrigerators/freezer, sound system & decoration storage units.Create fliers & copies for distribution to residents for events.Contact entertainers, negotiates their fees & obtains needed contracts.Collect reservation forms & payment for events. Provided the list of attendees & the deposit for the event to the treasurer.Prepare name tags for various events.Organize seating charts and tables for events.Order paper supplies, tablecloths, decorations, etc. for events.Attendance to certain events for support to the committee and volunteers. Includes approximately 5 night-time / weekend days per year.Maintain yearly and monthly event calendar.Update the Community Marquee.Email responses to questions pertaining to facility needs and policies concerning the clubhouse.Attend Recreation and other Committee meetings and take meeting minutes.Coordinate trash removal from Clubhouse facilities after events or gatherings to ensure no invasion of ants or rodents. Put out the trash bins on trash day & return them to the Clubhouse.Work with the maintenance, landscaping, and janitorial team to address clubhouse and facilities maintenance needs.Monitor heating, air conditioning, lighting, and sound in the Clubhouse.Interact with residents to assist with social needs and concerns for quality of life.Performs other duties as directed.Knowledge, Skills & Abilities:
Strong computer software and internet proficiency.Excellent interpersonal skills: positive written and verbal communication abilities.Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.Exceptional organization and tracking skills.Proven customer service experience, with a strong emphasis on problem resolution.Ability to multitask and prepare and process large amounts of administrative and customer service items while being detail oriented.Ability to function efficiently in a high volume, fast-paced environment.Ability to interact and work positively and effectively with staff at all levels.Advanced communication skills (both verbally and written), and the ability to communicate with all levels of management, staff, residents, and Boards of Directors.Ability to work collaboratively and cooperatively within the department as well as with other departments.Physical Demands & Work Environment:
Sitting in an office setting utilizing a computer and other office equipment.May be required to lift boxes, fill paper trays, and other minor physical tasks.May be required to set up and take down chairs and tables.Walking throughout community as needed for inspections and other property needs as designated.Sitting and standing for moderate periods of time.