Administrative Assistant

Position Summary:
Primarily responsible for providing administrative assistance to the designated CM, and daily customer service to homeowners, HOA board members for the Petroglyph HOA.

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.
• Architectural Control Request process oversight.
• 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 tasks.
• 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.
• Driving community for compliance inspections.
• Meeting with vendors onsite.

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 (2) years of full time, paid, professional experience working in an administrative support roll within the HOA/Property Management industry.

Education

• High School or better

Behaviors

• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
• Team Player: Works well as a member of a group

Motivations

• Goal Completion: Inspired to perform well by the completion of tasks
• Self-Starter: Inspired to perform without outside help