For over 30 years, AAM continues to be one of the foremost providers of professional community association services in the United States. We specialize in the forward planning and strategic management of master planned, single family, condominium, active adult, urban high‐rise and mid‐rise communities. With over 800 employees among 12 offices in 11 states, AAM is a professional and reliable leader within our industry. For more information, visit www.associatedasset.com.

Position Summary:

Primarily responsible for providing administrative assistance to Community Managers which includes customer service, preparing/mailing violation letters, preparing newsletters, drafting letters, taking minutes at board meetings, and overall administrative duties that lead to the success of on-going projects.

Position Responsibilities:

• Provides direct support to assigned Community Managers in order to meet community standards.
• Serves as the first impression for the office and maintains the front entry area and meeting rooms.
• Provides customer service to homeowners in person, via phone, email and virtually.
• Addresses customer issues and ensures effective, long-term solutions.
• Provides support to community managers which includes answering phones/returning calls, composing correspondence, sending/receiving faxes, creating and editing newsletters, creating and maintaining spreadsheets, etc.
• Maintains an effective process for tracking architectural submittals.
• Arranges Board of Directors (BOD) meetings (times/locations) and prepares all correspondence necessary to notify parties and updates, prepares and mails BOD meeting packets.
• Ensures necessary information is organized and accessible to Community Managers on the day of BOD meetings.
• Works with vendors to provide direction and collect bids per the manager.
• Designs newsletters, brochures, pamphlets, handouts, notices, etc. for communities.
• Maintains strict adherence to community and company deadlines.
• 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, Excel, Power Point, Publisher, Outlook, 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.

Physical Demands & Work Environment:

• Primarily sitting at a workstation utilizing a computer in an office setting.
• Walking/driving through community to assist in the inspection of common areas.

Experience

• 4 year(s): High school diploma or GED and four (4) years of experience working in an administrative role within an office environment providing customer service and ongoing administrative functions for management and other staff.

• 2 year(s): High school diploma or GED and two (2) years of experience working in an administrative support role within an HOA/Property Management organization to be familiar with resident relations as well as supporting Community Managers and Boards of Directors.

Education

• High School or better

Behaviors

• Loyal: Shows firm and constant support to a cause
• Team Player: Works well as a member of a group
• Dedicated: Devoted to a task or purpose with loyalty or integrity
• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Motivations

• Work-Life Balance: Inspired to perform well by having ample time to pursue work and interests outside of work
• Job Security: Inspired to perform well by the knowledge that your job is safe
• Goal Completion: Inspired to perform well by the completion of tasks
• Growth Opportunities: Inspired to perform well by the chance to take on more responsibility
• Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization
• Self-Starter: Inspired to perform without outside help