Onsite Administrative Assistant (Del Webb Sweetgrass)

Role Summary

The Administrative Assistant serves as a key member of the Del Webb Sweetgrass management team and provides administrative, operational, and customer service support to the Community Manager, Board of Directors, staff, residents, committees, and vendors. The position is responsible for supporting the day-to-day operations of the Association office, facilitating communications, maintaining records, coordinating meetings and projects, and providing exceptional service to residents.

Responsibilities

• Provide confidential administrative support to the Community Manager and management team

• Draft, proofread, distribute, and maintain correspondence, notices, reports, and community communications

• Maintain organized electronic and physical filing systems

• Receive, sort, distribute, and process incoming mail, packages, deliveries, and correspondence

• Monitor and respond to Association emails and telephone inquiries

• Maintain office supply inventory and coordinate ordering of supplies

• Board and Committee Support

• Aid in the preparation of Board, committee, annual membership, and special meeting materials

• Prepare agendas, meeting packets, exhibits, reports, notices, and supporting documentation

• Attend meetings as directed and accurately record meeting minutes, motions, and voting results

• Maintain official Association records related to Board and committee activities

• Resident Relations and Customer Service

• Serve as a primary point of contact for residents regarding Association operations

• Respond to resident inquiries in a timely and professional manner

• Cook up resident requests with management, maintenance staff, vendors, and contractors

• Aid with homeowner onboarding and welcome materials

• Work Orders and Vendor Coordination

• Create, track, update, and close work orders

• Coordinate service requests and appointments with residents, vendors, and contractors

• Maintain contractor and vendor files, certificates of insurance, and service records

• Records and Reporting

• Maintain homeowner account records and ownership documentation

• Aid with the preparation of operational, work order, violation, and architectural review reports

• Prepare incident reports and maintain related documentation

Qualifications

Preferred Qualifications:

• Experience in community association management
• Knowledge of community association policies and procedures
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office Suite
• Ability to manage multiple tasks and priorities

Desired Skills:

• Customer service orientation
• Attention to detail
• Organizational skills
• Problem-solving abilities

Education and Experience:

• Bachelor's degree in Business Administration, Communications, or a related field preferred
• Minimum of 2 years of administrative support experience in a similar setting