Onsite Administrative Assistant

Onsite Administrative Assistant

Toscana at Desert Ridge is a luxury condominium community in North Phoenix known for its amenities and location. Situated in the Desert Ridge area, it features guard-gated security, clubhouses, pools and spas, fitness centers, and concierge services. The community overlooks the Wildfire Golf Course and is within walking distance of shopping, dining, and entertainment. This role provides assistance to the Community Manager and residents at an on-site property which includes daily customer service to homeowners and HOA board members.

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.

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 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:

Required:

Enthusiastic: Shows intense and eager enjoyment and interest

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

Team Player: Works well as a member of a group

Preferred:

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

Motivations:

Preferred:

Work-Life Balance: Inspired to perform well by having ample time to pursue work and interests outside of work

Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals

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: Full time, paid, professional experience working in an administrative support role within an office/customer service environment. Valid Driver's License.

Preferred: 2 years: Full time, paid, professional experience working in an administrative support role within an HOA/Property Management environment.

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.