Onsite Administrative Assistant

AAM, LLC. - Bluffton, SC

Full-time
Job Details
Description
For over 28 years, AAM continues to be one of the foremost providers of professional community association services in the United States. We specialize in the forward planning and strategic management of master planned, single family, condominium, active adult, urban high‐rise and mid‐rise communities. With over 600 employees among twelve offices in seven states, AAM is a professional and reliable leader within our industry. For more information, visit www.associatedasset.com.

The schedule for this position will be Monday-Friday from 6:30am-3:30pm.

Position Summary:
Primarily responsible for providing all assistance to the Community Manager, which includes daily customer service to homeowners and HOA board members as well as performing a wide spectrum of administrative duties that are essential to successfully enforcing community Covenants, Compliance & Regulations (CC&Rs).

Position Responsibilities:
Extend top-notch customer service and problem resolution, via phone and face-to-face interaction to board members and residents.
Addresses customer issues and ensures effective, long-term solutions.
Provides support to community managers which includes answering phones/returning calls, composing correspondence, sending/receiving faxes, creating and maintaining spreadsheets, etc.
Maintains an effective process for tracking architectural submittals.
Arranges Board of Directors (BOD) meetings (times/locations) and prepares all correspondence necessary to notify parties and updates, prepares and mails BOD meeting packets.
Ensures necessary information is organized and accessible to Community Managers on the day of BOD meetings.
Perform various general accounting duties, including some A/P, A/R, coding of invoices and billing.
Works with vendors to provide direction and collect bids per the manager.
Designs pamphlets, handouts, etc. for communities.
Maintains strict adherence to community and company deadlines.
Performs other related duties as directed.

Essential Skills & Experience:
Ability to multitask, and prepare and process large amounts of administrative 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 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.

Qualifications
Behaviors
Preferred

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

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 environment involving customer service in person and over the phone.
Preferred

2 years: High School diploma or GED and two (2) years of full time, paid, professional experience working in an administrative support role within the HOA/Property Management industry. Bilingual (English and Spanish).