Administrative Assistant

3 weeks ago


E HERITAGE LOOP RD STE Queen Creek AZ USA, United States AAM LLC Full time
Job Summary

Ovation at Meridian in Queen Creek, AZ is a vibrant 55+ active adult HOA community boasting single-family homes with an abundance of private resort-style amenities. The heart of these amenities is a 13,500-square-foot clubhouse featuring an exercise room with yoga studio, craft room, and banquet hall. Outside, neighbors can enjoy the clubhouse's outdoor patios, fire pit, and outdoor pool and spa. Near the pool, there's a shade pavilion with bar and BBQ area, along with other outdoor amenities like an event lawn, two bocce ball courts, four pickleball courts, two tennis courts, walking and biking trails, a dog park, and several parks and natural spaces.

Key Responsibilities
  • Provide comprehensive administrative support to the Community Manager and residents at an on-site property, including daily customer service to homeowners, HOA board members, and other on-site staff.
  • Develop a working relationship with community board members and homeowners, extending top-notch customer service and problem resolution via phone and face-to-face interaction.
  • Maintain calendars and appointments, compose correspondence, and create/maintain database information, ensuring seamless communication and record-keeping.
  • Arrange various meetings (times/locations) and prepare all necessary correspondence to notify included parties.
  • Assist with community inspections of common areas according to AAM's management contract, working with vendors to provide direction and collect bids.
  • Perform various general accounting duties, including some A/P, A/R, coding of invoices, and billing, maintaining accurate and current association records.
  • Perform other duties as directed by management staff, ensuring a collaborative and cooperative work environment.
Requirements
  • Ability to multitask, 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 in a fast-paced, demanding environment.
  • Exceptional organization and tracking skills, with the ability to function efficiently in a dynamic setting.
  • 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, possessing advanced communication skills both verbal and written.
  • Superior customer service skills and phone etiquette, with the ability to work collaboratively and cooperatively within the department and with other departments.


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