Primarily responsible for providing administrative assistance to the assigned Community Manager (s) which includes customer service, and includes a wide range of administrative duties, such as answering phones, composing correspondence, emails, and managing internal processes / deadlines. 

Position Responsibilities:

• Provides support to community manager (s) which includes answering phones/returning calls, composing correspondence, sending /receiving emails, creating and maintaining spreadsheets, etc. 
• Arranges Board of Directors (BOD) meetings (time/locations) and ensures necessary Board meeting packet information is organized and accessible for Board meetings. 
• Partners with AAM’s Management Team to ensure compliance with State and Federal Association Management Laws.
• Develops a working relationship with community board members and various committees.
• Assists with community inspections of common areas according to AAM’s management contract.
• Communicates with homeowners concerning compliance with CC&R’s.
• Assists in reviewing bid proposals and preparing bid comparisons.
• Travels to and from assigned communities per management contract.
• Maintains accurate and current association records and websites.
• Maintains an effective process for tracking architectural submittals.
• Designs brochures, pamphlets, handouts, etc. for communities.
• Attend meetings as needed.
• Maintains open communication with contract vendors.
• Maintains strict adherence to community and company deadlines.
• Monitors and updates BoardVue Tasks as needed.
• Maintains accurate and current association records.
• Performs other duties as directed.
• Assists owners with data of community entry gate code information.
• Attends board meetings with assigned community managers as needed.
• Ensures all correspondence and contracts are scanned and filed in appropriate community files.
• Provides relief to front desk as needed.
• Performs other related duties as directed.

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 as well as with other departments.
• Strong attention to detail.
• Understand accounting functions and processes.
• Able to organize and manage multiple priorities.
• Excellent customer service and communication skills, both oral and written.
• Ability to work effectively and efficiently with minimum level of supervision.
• Computer proficiency, including Excel at an intermediate level.
• Able to function and contribute in a team-oriented atmosphere.

Physical Demands & Work Environment:

• Primarily sitting in an office setting utilizing computer.
• Capable of working extended hours including evenings or weekends as necessary.

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