Administrative Assistant

If you are looking to join a team that takes pride in a high-performing culture, with a specific focus to empower employees to reach their highest potential; then you may have just found your perfect fit with Associated Asset Management!

Position Summary:

Primarily responsible for providing administrative assistance to assigned Community Managers which includes customer service, preparing/mailing violation letters, and overall administrative duties that lead to the success of ongoing projects.

Position Responsibilities:

• Provides direct support to assigned Community Managers in order to meet community standards.
• Addresses customer issues and ensures effective, long-term solutions.
• Provides customer service to homeowners via phone and email.
• Provides support to community managers which includes answering phones/returning calls, composing correspondence, sending/receiving faxes, creating and maintaining spreadsheets, etc.
• Maintains an effective process for tracking architectural submittals.
• Arranges Board of Directors (BOD) meetings (times/locations) and prepares all correspondence necessary to notify parties and updates, prepares and mails BOD meeting packets.
• Ensures necessary information is organized and accessible to Community Managers on the day of BOD meetings.
• Works with vendors to provide direction and collect bids per the manager.
• Designs brochures, pamphlets, handouts, etc. for communities.
• Maintains strict adherence to community and company deadlines.
• Provides relief to front receptionist.
• Performs other related 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

• Primarily sitting in an office setting utilizing computer.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.

Experience

• 3 year(s): High School diploma or GED and three (3) years of full time, paid, professional experience working in an administrative support role within an office environment involving customer service in person and over the phone.

• 2 year(s): High School diploma or GED and two (2) years of full time, paid, professional experience working in an administrative support role within the HOA/Property Management industry. • Bilingual (English and Spanish).

Education

• High School or better