Administrative Assistant (Membership Coordinator)

Position Summary:

Primarily responsible for creating a positive and engaging experience for residents from the moment they join the community. This role serves as the main point of contact for all membership-related services, including onboarding new homeowners, managing membership records, supporting club and amenity access, and ensuring residents feel connected and informed. The ideal candidate will be service-oriented, highly organized, and familiar with the needs of an active adult community.

Position Responsibilities:

• Serve as the primary contact for new residents; welcome them with timely outreach and guidance.
• Conduct monthly New Resident Orientations and collaborate with the Lifestyle team to introduce amenities, events, and services.
• Coordinate resident account setup, ID card issuance, and amenity access.
• Maintain up-to-date membership data using AAM All Access and Etrak.
• Provide exceptional customer service in person, over the phone, and via email for member questions or concerns.
• Support residents in navigating community policies and amenities, including room reservations and event registration.
• Assist with club registration and compliance in accordance with Sun City Festival guidelines.
• Work closely with Lifestyle, Fitness, Facilities and Admin teams to ensure residents enjoy seamless access to all community facilities.
• Collaborate with the Communications Coordinator to provide timely, accurate updates to residents regarding membership matters.
• Contribute to newsletters, welcome packets, and community guides.
• Support periodic satisfaction surveys or engagement reports.
• Ensure proper documentation and retention of member agreements, waiver forms, and records.
• Assist the Community Manager and administrative team with projects related to resident engagement and policy updates.
• Track and report membership statistics, including move-ins, move-outs, and activity trends.
• Perform other duties as directed by management staff.

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.
• Helping to set up/break down for events and/or meetings as needed.
• May occasionally require evening or weekend availability for orientations or events.

Experience

• 3 year(s): High school diploma or GED and three (3) years of full time, paid, professional experience working in an administrative role supporting management within a fast-faced, high-volume office/customer service environment. Valid Driver’s License.

• 2 year(s): High school diploma or GED and two (2) years of experience working in an administrative support role with an HOA/Property Management organization to be familiar with CC&R's, compliance, resident relations, etc.

Education

• High School or better

Behaviors

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

Motivations

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

Equal Opportunity Employer
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