Administrative Assistant, Onsite

Join the Team at Del Webb at Dove Mountain!

Be part of a vibrant 55 active adult community in beautiful Marana, AZ, where residents enjoy resort-style amenities including a private 14,000-square-foot recreation center, fitness center, pools, and courts for pickleball, bocce, and tennis. We’re looking for an enthusiastic, organized, and service-minded Onsite Administrative Assistant to support our Community Manager and help create an exceptional experience for residents and the community team. In this role, you’ll be providing day-to-day administrative support and outstanding customer service to homeowners, HOA board members, and onsite staff. If you thrive in a fast-paced environment, enjoy helping people, and love keeping things organized and running smoothly, we’d love to meet you!

Position Responsibilities:

• Provide direct support to the Community Manager in order to meet community standards.
• Conduct weekly physical inspections of all community phases to ensure compliance of Association Governing Documents and Residential Design Guidelines.
• Research, record and track compliance information through company database.
• Investigate third-party non-compliance reports and maintain detailed records of non-compliance issue investigations and follow-up.
• Oversee the preparation of compliance notices, fine notices and related compliance correspondence.
• Process resident applications to the Architectural Review Committee, including but not limited to screening submittals for missing information, coordinating application process with Community Manager and/or Architectural Review Committee, preparing approval/denial letters to applicant(s) and drafting monthly Architectural Review reporting to the Board of Directors.
• Maintain a Resident filing system for Architectural Review Committee submittals.
• Attend monthly Architectural Review Committee and Board of Directors meetings.
• Educate residents on the Design Review Committee submittal process and compliance administration.
• Meet with and provide ongoing education to Board-appointed committee members.
• Monitor databases to uphold guideline standards.
• Perform other duties as directed by the Community Manager.

Knowledge, Skills & Abilities:

• Ability to multitask and prepare and process large amounts of administrative 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 high volume, fast-paced environment.
• Ability to proficiently utilize computer programs and database systems, including Microsoft office, internet and e-mail systems.
• Ability to interact and work professionally, positively and effectively with homeowners and staff at all levels.
• Excellent customer service skills.
• Advanced communication skills both verbally and written.
• Good reasoning skills with the ability to problem solve while exercising good judgment and decision making.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.
• Ability to interpret, evaluate and explain governing documents (CC&R’s and Design Guidelines) to homeowners, board members and staff members.

Physical Demands & Work Environment:

• Position involves sitting, standing, driving and movement throughout the day.
• Utilizing a computer in an office setting.
• Utilizing personal vehicle to perform routine physical inspections of the Community.
• Utilizing personal smart device to perform routine compliance inspections of the Community.