What are the responsibilities and job description for the Administrative Assistant position at AAM Brand?
Founded in 1990 AAM is celebrating over 30 years of being the industry leader of Professional HOA Management 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 residential communities. With over 900 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 assigned Community Manager(s) which includes customer service, preparing/mailing violation letters 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.
- Addresses customer issues and ensures effective, long-term solutions.
- Provides customer service to homeowners via phone and email.
- Provides support to community managers which includes answering phones/returning calls, composing correspondence, sending/receiving faxes, 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 brochures, pamphlets, handouts, etc. for communities.
- Maintains strict adherence to community and company deadlines.
- Provides relief to front receptionist.
- 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.
Physical Demands & Work Environment:
- Primarily sitting at workstation utilizing a computer in an office setting.
- May be required to lift boxes, fill paper trays, and other minor physical office related tasks.