Administrative Assistant

Administrative Assistant (Compliance) Location Tucson, AZ : Job Details

Description

Founded in 1990 AAM is celebrating over 30 years of being the industry leader of Professional HOA Management services in the United States. We specialize in the forward planning and strategic management of master planned, single family, condominium, active adult, urban high‐rise and mid‐rise residential communities. With over 900 employees among 12 offices in 11 states, AAM is a professional and reliable leader within our industry. For more information, visit

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 on-going projects as well as for ensuring Architectural Guidelines and Governing Documents are upheld within designated communities by thorough knowledge of CC&Rs and Design Guidelines. Providing both customer service and education to homeowners in respect to compliance and submittal processes to ensure the overall success of the community.

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.
• Partners with homeowners to educate and ensure effective, long-term solutions.
• Researches issues of non-compliance and prepares documentation for Committee/Board review.
• Records and tracks compliance information through company database.
• Maintains detailed records of compliance through investigations and follow up reports of non-compliance.
• Investigates issues of complaints/accusations brought against second parties by homeowners and makes determinations based on these findings.
• Oversees the preparation of all compliance notices, fine notices and all related compliance issues as well as landscape and architectural submittals.
• Conducts routine property tours/inspections of all lots in the Community to ensure compliance with Association CC&Rs.
• Educates homeowners, staff and realtors on proper submittal processes and compliance administration.
• Meets with and provides ongoing education to homeowner committees.
• Utilizes a computer software tracking system (VMS) that ensures timely implementation of compliance.
• Monitors software database to uphold guideline standards.
• Performs other related duties as directed.

Physical Demands & Work Environment

• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.
• Utilizing a computer in an office setting.
• Utilizing personal vehicle to perform routine physical inspections of the Community.

Qualifications

Behaviors

Preferred

Loyal : Shows firm and constant support to a cause

Dedicated : Devoted to a task or purpose with loyalty or integrity

Team Player : Works well as a member of a group

Detail Oriented : Capable of carrying out a given task with all details necessary to get the task done well

Motivations

Preferred

Job Security : Inspired to perform well by the knowledge that your job is safe

Growth Opportunities : Inspired to perform well by the chance to take on more responsibility

Goal Completion : Inspired to perform well by the completion of tasks

Self-Starter : Inspired to perform without outside help

Ability to Make an Impact : Inspired to perform well by the ability to contribute to the success of a project or the organization

Education

Required

High School or better.

Experience

Required

3 years: High school diploma or GED and three (3) years of experience working in an administrative support role within an office environment supporting management and providing customer service to internal/external customers and clients. Valid Driver's License.

Preferred

2 years: High school diploma or GED and two (2) years of experience working in an administrative support role with an HOA/Property Management organization to be familiar with CC&R's, compliance, resident relations, etc.