Bring your customer service skills to a community where your work truly makes an impact!
Join AAM’s onsite community management team supporting Glennwilde Homeowners’ Association, a beautiful family community in Maricopa, Arizona. Working closely with the Community Manager, you’ll provide outstanding service to homeowners, assist with day-to-day administrative needs, and become a knowledgeable resource on community guidelines and operations.
If you’re organized, personable, and enjoy helping people, this is a wonderful opportunity to become an integral part of a thriving community!
Position Summary:
Primarily responsible for being a dedicated assistant to one community and/or one Community Manager by providing effective customer service and overall administrative support to the designated community/homeowners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&R’s) and the management contract.
Position Responsibilities:
- Provides administrative support and other tasks as directed by the assigned Community Manager.
- Partners with AAM’s Management Team to ensure compliance with State and Federal Association Management Laws.
- Develops a working relationship with community board members and various committees. .
- Assists with community inspections of common areas according to AAM’s management contract.
- Communicates with homeowners concerning compliance with CC&R’s.
- Answer and provides customer service to homeowner calls.
- Utilize RIC for documentation of relevant homeowner conversations.
- Work with homeowners to resolve issues and complaints.
- Assist in reporting of landscape issues; bid request and community issues.
- Maintains current information.
- Attend monthly evening board meetings with manager: as requested.
- Run reports and assemble information regarding violations, appeals and homeowner issues for board packets.
- Follow Annual meeting Task, tracking of ballots; attend meeting.
- Code invoices received from vendors.
- Review Financials, run and prepare Variance Reports.
- Utilize BoardVue for Tasks and Project Status Updates.
- Maintain the tracking system for FOBS / deactivation / provide reports as required.
- Reviews monthly financials and submits community accounts payable.
- Oversees the design review guidelines process.
- Assists in reviewing bid proposals.
- Travels to and from assigned communities per management contract.
- Maintains accurate and current association records and websites.
- Maintains an effective process for tracking architectural submittals.
- Designs brochures, pamphlets, handouts, etc. for communities.
- Attend meetings as needed.
- Maintains open communication with contract vendors.
- Maintains strict adherence to community and company deadlines.
- Assists in reviewing bid proposals.
- Updates community disclosure packages.
- Maintains accurate and current association records.
- Performs other duties as directed.
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 a workstation utilizing a computer in an office 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.