Onsite Administrative Assistant

4 days ago

Escondido, United States AAM, LLC 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 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.
- 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.
- 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 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.
- May be required to lift boxes, fill paper trays, and other minor physical office related tasks.
- Walking/driving through community to assist in the inspection of common areas.
- Helping to set up/break down for events and/or meetings as needed.

**Experience**: Required
- 3 year(s): High school diploma or GED and three (3) years of full time, paid, professional experience working in an administrative role supporting management within a fast faced, high volume office/customer service environment.

Preferred
- 2 year(s): High school diploma or GED and two (2) years of full time, paid, professional experience working in an administrative support role within an HOA/Property Management organization.

**Education**: Required
- High School or better

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