Administrative Assistant, Onsite

Job Details

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 home owners.
• 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.
• Maintain accurate and current association records.
• Help maintain a clean workspace and aid in the organization and cleanliness of the clubhouse facility.
• Maintain and manage processes for the re-ordering of supplies for clubhouse needs (janitorial, coffee bar, & other).
• Perform 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.

Physical Demands & Work Environment

Primarily sitting at workstation utilizing a computer in an office setting.
May be required to lift boxes, fill paper trays, empty trash and other minor physical office related tasks.
Walking/driving through community to assist in the inspection of common areas.