Administrative Assistant; Dedicated

Overview

Position Summary: Primarily responsible for being a dedicated assistant to one community and/or 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&R’s) and the management contract.

• Process resident applications to the Architectural Review Committee (ARC), including but not limited to screening submittals for missing information, coordinating application process with Community Manager and/or ARC, preparing approval / denial letters to applicant(s) and drafting monthly ARC Review reporting to the Board of Directors.
• Maintain an organized filing and tracking system for Architectural Review Committee submittals.
• Educate residents on the ARC submittal process and compliance administration.
• Attend monthly Architectural Review Committee meetings. Track all submission status, committee questions and responses and all related correspondence and communication.
• Conduct weekly physical inspections of community to ensure compliance of Association’s Governing Documents and Design Guidelines.
• Research, record and track compliance information through company database.
• Investigate third-party non-compliance reports, maintain detailed records of non-compliance issue investigations and follow-up.
• Oversee preparation of compliance notices, fine notices and related correspondence.
• Work effectively and respectfully with co-workers, customers and vendors, keeping commitments and others informed of work progress, timetables, issues, and collaborating to find mutually acceptable and practical solutions.
• Attend monthly Board of Directors meetings. Support meeting setup, draft meeting minutes, record and post meeting videos and other documents to website as needed.
• Provide direct administrative support and other organizational and communication tasks as directed by the Community Manager in order to meet community standards.
• Draft Board Resolution documents, community e-blasts, and other correspondence as directed by the Community Manager.
• Extend top-notch customer service and problem resolution via phone and face-to-face interaction with residents and staff.
• Performs other related duties as directed.

• 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 a 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.