Onsite Administrative Assistant

Trilogy at Wickenburg Ranch is an active lifestyle community in Wickenburg, Arizona. Situated along an 18-hole championship golf course. Homeowners enjoy a lineup of amenities and a lifestyle catered to their needs and wants.

The Wickenburg Ranch Golf and Social Club is the focal point of the community where residents can find a fitness center complete with locker rooms and spa facilities. A special events center and restaurant provide a great location to host special events or attend parties with neighbors. The amenities continue outdoors with an indoor/outdoor bar, a resort-style pool, and tennis and pickleball courts.

Position Summary:

Primarily responsible for providing all assistance to the Community Manager and residents at an on-site property which includes daily customer service to homeowners and HOA board members.

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 home owners.
• 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.

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 work station utilizing a computer in an office setting.
• Walking/driving through community to assist in the inspection of common areas.
• Helping to set up/break down for events as needed.

Experience

• 3 year(s): High school diploma or GED and three (3) years of experience working in an administrative support role within an office/customer service environment.

• 2 year(s): High school diploma or GED and two (2) years of experience working in an administrative support role within an HOA/Property Management environment.

Education

• High School or better

Behaviors

• 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

• 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