Position Summary:
Primarily responsible for assisting the Community Manager by providing effective customer service to onsite residents and unit owners through in-depth knowledge of Covenants, Conditions and Restrictions (CC&R's) and management contracts.
Position Responsibilities:
- Provide administrative support and other tasks as directed by the Community Manager.
- Partner with AAM Management Team to ensure compliance with State and Federal Association Management Laws.
- Develop working relationship with community board members.
- Manage Certificates of Insurance for vendors.
- Assist with Compliance by performing community inspections of common areas as directed.
- Communicate with homeowners concerning compliance with CC&R's.
- Oversee the Architectural design review process.
- Maintain accurate and current association records, including Resident Files and the Tenant Registration Reporting/Tracking.
- Design handouts and flyers for the community and Social Committee events.
- Maintain strict adherence to community and company deadlines.
- Update community disclosure packages, prepare Orientation Packets and perform Orientations with new Homeowners.
- Update the change of ownership in Building Link, PDK, and Butterfly.
- Schedule Move-ins / Move Outs, deliveries, and Party Room reservations.
- Maintain paper and toner in the office and Business Center.
- Responsible for taking Meeting Minutes for all Open and Executive Board Meetings.
- Answer phone and greet everyone who enters the office with a positive and welcoming voice.
- Responsible for clearing the office voicemail, responding to all callers, and ensuring all emails are responded to in a timely manner.
- Perform other duties as directed.
Knowledge, Skills & Abilities:
- Strong computer skills and internet proficiency; ability to work proficiently and effectively in Microsoft Word, Excel and Adobe/PDF applications.
- Excellent interpersonal skills and customer service experience: positive written and verbal communication abilities.
- Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
- Highly detail oriented with exceptional organizational skills.
- Team player with a strong emphasis on problem resolution.
- Ability to function efficiently in a high volume, fast-paced environment.
- Advanced communication skills (both verbally and written), and the ability to communicate with all levels of management, staff, residents and Boards of Directors.
Minimum Requirements:
- High school diploma or GED and three (3) years of full time, paid professional experience working in administrative/customer service role supporting management staff and/or project management.
- Experience working in an HOA/Property Management role is strongly preferred.
Physical Demands & Work Environment:
- Sitting and standing for moderate periods of time.
- Walking community to inspect common areas for compliance issues and maintenance needs.
- Utilizing personal automobile for community training classes, meetings, etc. as required.
