What are the responsibilities and job description for the Onsite Administrative Assistant position at AAM1?
We are looking for an energetic, upbeat person who is looking for full-time work in a residential HOA community. The ideal candidate will be available to work nights, weekends, flexible with hours and work some holidays.
Primarily responsible for answering the phone lines, providing administrative support for staff and management, managing the front entrance and maintaining the reception desk, cleaning/sanitizing work area and facilities as needed, and utilizing excellent customer service skills while greeting visitors and homeowners via phone and face-to-face.
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.
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 and other office equipment in an office setting, filling paper trays, etc.
- Walking/driving through community to assist in the inspection of common areas.
- Helping to set up/break down for events as needed.
Experience
Required- 2 year(s): High school diploma or GED and two (2) years of full time, paid, professional experience working in an administrative support role within an HOA/Property Management environment. Valid Drivers License.
- 3 year(s): High school diploma or GED and three (3) years of full time, paid, professional experience working in an administrative support role within an office/customer service environment.
Education
Required- High School or better
