Onsite Administrative Assistant

Administrative Assistant

Del Webb Cane Bay is a premier 55+ active adult community. Spanning 360 beautifully landscaped acres with 1,021 homes, our community offers exceptional amenities, an active lifestyle, and a welcoming environment for our residents.

We are seeking a friendly, professional, highly organized, and customer-service-driven Administrative Assistant to join our dedicated management team. This position serves as a vital part of the community's daily operations, providing primary administrative support to the Community Manager while also assisting the Lifestyle Director with administrative responsibilities related to community activities and events.

At Del Webb Cane Bay, we take pride not only in our beautiful community but also in the relationships we build with our residents. We are looking for someone who shares our commitment to exceptional service, teamwork, and making a meaningful difference in the community we serve.

Position Summary:

Primarily responsible for providing all assistance to the Community Manager and residents at an on-site property which includes daily customer service to homeowners and HOA board members.

Exceptional customer service is the foundation of this position. As a key point of contact for residents, vendors, and visitors, the Administrative Assistant plays an important role in creating a positive and welcoming experience. The ideal candidate will possess excellent communication and organizational skills, demonstrate patience and professionalism, and have a genuine passion for helping others.

We are looking for a dependable, detail-oriented team player who can manage multiple priorities, take initiative, maintain confidentiality, and approach each day with a positive, solutions-oriented attitude.

Position Responsibilities:

• Perform a wide spectrum of administrative duties that are essential to successfully enforcing community Covenants, Compliance & Regulations (CC&R's), provides administrative support and other tasks as directed to On-site Community Manager, Lifestyle Director, and other on-site staff members.
• Develops a working relationship with community board members and homeowners.
• Extend top-notch customer service and problem resolution via phone and face-to-face interaction with board members and residents.
• Provide traditional office support by maintaining calendars and appointments, composing correspondence, and creating/maintaining database information.
• Arrange various meetings (times/locations) and prepare all correspondence necessary to notify included parties.
• Assists with community inspections of common areas according to AAM's management contract.
• Work with vendors to provide direction and collect bids per the manager.
• Perform various general accounting duties, including some A/P, A/R, coding of invoices and billing.
• Maintains accurate and current association records.
• Performs other duties as directed by management staff.

Knowledge, Skills and Abilities:

• Ability to multitask and prepare and process large amounts of administrative and customer request 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 fast-paced, demanding environment.
• Ability to proficiently utilize computer programs and database systems, including Microsoft Office, internet and e-mail systems.
• Ability to interact and work positively and effectively with homeowners and staff at all levels.
• Advanced communication skills both verbal and written.
• Superior customer service skills and 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 other office equipment in an office setting, filling paper trays, etc.
• Walking/driving through community to assist in the inspection of common areas.
• Helping to set up/break down for events as needed.

Qualifications

Behaviors:

Preferred:

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:

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: 2 years: High school diploma or GED and two (2) years of full time, paid, professional experience working in an administrative support role within an HOA/Property Management environment.

Preferred: 3 years: High school diploma or GED and three (3) years of full time, paid, professional experience working in an administrative support role within an office/customer service environment. Prior HOA or Property Management experience is a plus!

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.