What are the responsibilities and job description for the Onsite Administrative Assistant position at Associated Asset Management (AAM)?
Job Details
Description
Position Summary:
Primarily responsible for providing all assistance to the Assistant Community Manager and residents at an on-site property which includes daily customer service to homeowners, HOA board members and other on-site staff.
Position Responsibilities
Description
Position Summary:
Primarily responsible for providing all assistance to the Assistant Community Manager and residents at an on-site property which includes daily customer service to homeowners, HOA board members and other on-site staff.
Position Responsibilities
- Perform a wide spectrum of administrative duties that are essential to successfully enforcing community Covenants, Compliance & Regulations (CC&R’s), provides administrative support and other tasks as directed to On-site Community Manager and other on-site staff members.
- Develops a working relationship with community board members and homeowners.
- Extend top-notch customer service and problem resolution via phone and face-to-face interaction with board members and residents.
- Provide traditional office support by maintaining calendars and appointments, composing correspondence, and creating/maintaining database information.
- Arrange various meetings (times/locations) and prepare all correspondence necessary to notify included parties.
- Assists with community inspections of common areas according to AAM’s management contract.
- Work with vendors to provide direction and collect bids per the manager.
- Perform various general accounting duties, including some A/P, A/R, coding of invoices and billing.
- Maintains accurate and current association records.
- Performs other duties as directed by management staff.
- 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.
- 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.
- Walking/driving through community to assist in the inspection of common areas.
- Helping to set up/break down for events and/or meetings as needed.