Administrative Assistant, Onsite

Job Details

Description

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

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.
• 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.
• Provides direct support to the Community Manager assigned to the designated community in order to meet community standards in accordance with compliance standards.
• Assists with community inspections of common areas according to AAM’s management contract.
• 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 work station utilizing a computer in an office setting.
• Walking/driving through community to assist in the inspection of common areas.
• Helping to set up/break down for events as needed.
• Inspecting the facility grounds to check on visiting owners/guests at regular intervals throughout the day.