Administrative Assistant, Onsite

Administrative Assistant, Onsite

Be part of something extraordinary at Finch Creek by Del Webb, a vibrant new master-planned community in beautiful Noblesville, Indiana. With stunning new homes, exceptional future amenities, and an engaging lifestyle, this growing community is the perfect place to build your career.

We're looking for an enthusiastic, organized, and customer-focused Administrative Assistant to join our on-site team! In this dynamic role, you'll be the welcoming face of the community, providing exceptional support to the Community Manager, homeowners, HOA Board members, and staff. If you thrive in a fast-paced environment, enjoy building relationships, and love delivering outstanding customer service, we'd love to have you on our team!

Position Responsibilities:

• Perform a wide spectrum of administrative duties that are essential to successfully enforcing community Covenants, Compliance & Regulations (CC&R's).
• Provide administrative support and other tasks as directed to On-site Community Manager and other on-site staff members.
• Develop a working relationship with community board members and homeowners.
• As the first point of contact, extend excellent customer service and problem resolution skills via in person, phone and email interaction with residents, board members and vendors.
• Provide traditional office support which includes maintaining calendars/scheduling of reservations, appointments and meetings, composing correspondence, completing mailings and ordering supplies.
• Arrange various meetings and prepare all correspondence necessary to notify included parties.
• Assist with community inspections of common areas according to AAM's management contract.
• Perform various general accounting duties, including some A/P, A/R, coding of invoices and billing.
• Update and maintain accurate and current association records within databases, as needed.
• Process architectural change submissions ensuring accuracy of documents received prior to forwarding to reviewing entity.
• Perform other duties as directed by Community Manager.

Knowledge, Skills and Abilities:

• Ability to interact and work positively and effectively with homeowners and staff at all levels.
• Ability to proficiently utilize computer programs and database systems, including Microsoft Office, Google Suite, internet, and e-mail systems with attention to detail.
• Ability to work independently to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Ability to function efficiently in a fast-paced, demanding environment.
• Advanced communication skills both verbal and written.
• Superior customer service skills and professional phone etiquette.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.

Physical Demands & Work Environment:

• Primarily sitting at workstation utilizing a computer and phone system in an open setting.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.
• Walking/driving through community to assist in the inspection of common areas.
• Helping to set up/break down for events and/or meetings as needed.

Qualifications

Education

High School or better.

Experience

3 years: Full time, paid, professional experience working in an administrative role supporting management within a fast faced, high volume office/customer service environment. Valid Drivers License.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.