Administrative Assistant, Onsite

4 weeks ago

Scottsdale, United States AAM Full time
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.
  • Maintains 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).
  • 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.

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.
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