Administrative Assistant (Dedicated)

Job Details

Description

Are you organized, detail-oriented, and passionate about delivering exceptional customer service? We're looking for a proactive Administrative Assistant to support a thriving HOA community of 1,000 homes. In this key role, you'll work directly alongside a dedicated Community Manager, helping ensure smooth daily operations, outstanding resident experiences, and compliance with community guidelines. If you enjoy building relationships, staying organized, and making a positive impact in a dynamic neighborhood environment, we'd love to hear from you!

Position Summary

Primarily responsible for being a dedicated assistant to one Community Manager by providing effective customer service and overall administrative support to the designated community/homeowners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&Rs) and the management contract.

Position Responsibilities

• Provides administrative support and other tasks as directed by the assigned Community Manager
• 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&Rs.
• Reviews monthly financials and submits community accounts payable.
• Oversees the design review guidelines process.
• Assists in reviewing bid proposals.
• 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.
• Assists in reviewing bid proposals.
• Updates community disclosure packages.
• Maintains accurate and current association records.
• Performs other duties as directed.
  
  

Knowledge, Skills And 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.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.
  
  

Physical Demands & Work Environment

• Sitting in an office setting utilizing a computer and other office equipment.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.
• Utilizing personal automobile for commuting to and from assigned communities.
• Walking and/or driving throughout communities to inspect common areas and other job responsibilities per the management contract.
• Sitting and standing for moderate periods of time.