Administrative Assistant, HOA

Iron Oaks at Sun Lakes

Comprised of two interconnected neighborhoods - Ironwood and Oakwood - the community is among the most desirable retirement destinations in the Valley thanks to its combination of mature landscape, diverse amenities, and in-town location. The community features two fabulous clubhouses, 45 holes of golf, fitness, tennis & pickleball, softball, pools, trails, and much more.

Location:

Located in towns of Chandler & Sun Lakes, Arizona

Pay: $20.00 per hour

New hourly full‑time team members working 30 hours or more per week, will be eligible for the Company medical, dental and life insurance plans the first of the month following 60 days of full‑time employment.

Full‑Time team members are eligible to accrue Paid Time Off (PTO) in accordance with the Company policy at a rate of 120 hours per year.

Full‑Time team members are eligible for 7 paid holidays annually.

Part‑Time team members are eligible to accrue Paid Sick Leave in accordance with state guidelines.

All team members 21 years and older are eligible to participate in the J.F. Shea Co., Inc. 401(k) plan after completion of 30 days of service.

The Administrative Assistant, HOA acts as the first point of contact for the department by greeting members and answering phones, scheduling appointments, assisting homeowners with purchase of access devices and assisting homeowners with compliance to Rules and Regulations. This position reports to the HOA Operations Manager.

• Acts as a point of contact for the department by handling homeowner inquiries in person, via email and by phone.
• Processing changes of accounts, adding or deleting a Trust, ALC permits applications while applying ALC Guidelines, assist in adding/deleting gate devices from access system.
• Coordination of Vacation Watch Requests while generating weekly report and invoices.
• Coordination of Rental Applications to include Renter cards and/or Guest Cards, Process Contractor Decals, Coordinate Estate Sales Permits.
• Maintain and coordinate scheduling of Arts & Crafts facilities.
• Transfers and Condo Certs.
• Assist homeowner with compliance to Rules and Regulations.
• Train staff on all software and office processes.
• Support other administrative staff with troubleshooting and problem solving.
• Maintain master homeowner database per departmental procedures.
• Play an integral role in welcoming new Association homeowners.
• Provide essential Homeowner tools, including, but not limited to, member cards, gate devices, and directory codes.
• Answer incoming calls and correspondence; respond to homeowner requests for information; other receptionist duties when needed.
• Generate memos, emails, and reports.
• Assist in training staff members and new employees.
• Manage office programs, as directed by management.
• Maintain office equipment, including computers and machines.
• Maintain office supply inventory and manage office supply order.
• Other duties and responsibilities may be assigned.

• Must be highly customer oriented and responsive with high need for closure.
• Able to work under pressure and balance multiple priorities and assignments.
• Strong team‑building skills, including the ability to lead, cooperate, and motivate.
• Must be a role model and able to live our Blue Star core values:
  • Honesty and Integrity
  • Respect for the Individual
  • Teamwork
  • Competitive Spirit

• High School diploma or equivalent preferred.
• One to three years’ relative experience preferred, in an active office environment.
• Knowledge about Homeowners Associations a plus.
• Computer literate with proficient knowledge of Microsoft Office.
• Experience in Tops [One] HOA Software is desirable.
• Ability to work independently and collaboratively within a team.
• Ability to prioritize tasks and simultaneously handle multiple assignments.
• Ability to write reports and correspondence; good proofreading skills.
• Ability to read and interpret documents, such as equipment instructions and procedure manuals.
• Strong leadership, organizational and planning skills; excellent time management skills and ability to multi‑task and prioritize work; creative with an ability to suggest…