Administrative Assistant; Dedicated

Position: Administrative Assistant (Dedicated)
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.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.