Position Summary:
Primarily responsible for providing administrative assistance to the Community Manager and residents at an on-site property which includes daily customer service to homeowners, HOA board members and other on-site staff.
Position Responsibilities:
- Provide direct administrative support and other organizational and communication tasks as directed by the Community Manager to meet community standards.
- Develop working relationship with homeowners and Board members.
- Maintain calendars, arrange various meeting times and locations, and prepare all correspondence necessary to notify included parties.
- Maintain accurate and current Association records.
- Provide excellent customer service and problem resolution via phone, email and face-to-face interaction with homeowners and staff.
- Process resident architectural submittals to the Architectural and Landscape Review Committee (ALRC), including but not limited to screening submittals for missing information and communicating with the applicants, coordinating application process with the Community Manager, and preparing approval and denial letters to applicants.
- Maintain an organized filing and tracking system for ALRC submittals.
- Advise homeowners and contractors on proper architectural submittal processes.
- Record and track compliance information through company database.
- Maintain detailed records of compliance through investigations and follow up reports of non-compliance.
- Oversee the preparation of compliance notices, fine notices and related compliance correspondence.
- When directed, conduct routine property tours/inspections of lots in the Community to ensure compliance with Association CC&Rs.
- Utilize a computer software tracking system that ensures timely implementation of compliance.
- Perform other related duties as directed.
Knowledge, Skills & Abilities:
- Ability to multitask and process ongoing flow 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 office as well as with other AAM departments.
Minimum Requirements:
- High school diploma or GED and one (2) year of full time, paid, professional experience working in an administrative support position involving customer service.
- Valid driver’s license.
Preferred Qualifications:
- High school diploma or GED and two (3) years of full time, paid, professional experience working in an administrative support position within an HOA management organization.
Physical Demands & Work Environment:
- Primarily sitting at a workstation utilizing a computer in an office setting.
- Position may also involve standing, driving and movement during the day.
- May be required to lift boxes, fill paper trays, and other minor physical office-related tasks.
- Utilizing personal vehicle to perform routine physical inspections of the Community.
- Occasionally helping onsite staff to set up/break down for events as needed.
