Onsite Administrative Assistant

Job Details

Description

Trilogy at Verde River in Rio Verde is the newest Trilogy HOA development in Arizona located in the farthest northeast area of the Valley. Surrounded by the pristine natural desert of the Tonto National Forest and access to the Verde River, this is a resort-style community including a 30,000 square foot clubhouse, resort-style pool, recreation center, spa, restaurants as well as an 18-hole golf course and much more.

Primarily responsible for providing assistance to the Community Manager and residents at an on-site HOA property, which includes daily customer service to homeowners, behind the scenes office organization, and be the administrator of several in-house tracking programs.

Position Responsibilities

• Perform a wide spectrum of administrative duties that are essential to successfully enforcing community Covenants, Conditions & Regulations (CC&R’s), provides administrative support and other tasks as directed by On-site Community Manager and other on-site staff members.
• Develops a working relationship with management and residents.
• Extend top-notch customer service and problem resolution via phone and face-to-face interaction with residents and developer staff.
• Provide traditional office support by maintaining calendars and appointments, composing correspondence, and creating/maintaining several databases.
• Arrange various meetings (times/locations) and prepare all correspondence necessary to notify included parties.
• Assists with lot and community inspections of common areas according to AAM’s management contract.
• Work with vendors to provide direction and collect bids per the manager.
• 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.
• Proactive systems management and creation.
• 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 lot and common area inspections.
• Helping to set up/break down for events as needed.