Onsite Administrative Assistant

Responsibilities

Provide comprehensive administrative support to the Community Manager and serve as a primary point of contact for homeowners and board members. Manage daily office operations, including correspondence, database maintenance, vendor coordination, and basic accounting tasks.

Requirements

Requires strong organizational and multitasking abilities with proficiency in Microsoft Office and database systems. Candidates must possess excellent verbal and written communication skills and a commitment to providing superior customer service in a fast-paced environment.

Skills

• Administrative support
• Customer service
• Problem resolution
• Database management
• Calendar management
• Communication skills
• Organization
• Multitasking
• Microsoft Office
• Accounting
• Accounts payable
• Accounts receivable
• Vendor management
• Detail oriented
• Time management
• Interpersonal skills

About this role

Join the Team at Rancho Monserate HOA! Nestled just east of Bonsall and south of
Fallbrook, California, Rancho Monserate Country Club HOA is a vibrant,
resident-owned 55+ community where neighbors enjoy an active lifestyle and a
strong sense of community. We're looking for a friendly, organized, and
customer-focused Administrative Assistant to join our on-site management team.
In this role, you'll support the Community Manager while serving as a resource
for homeowners, HOA Board members, and staff. If you enjoy working with people,
take pride in organization, and want to be part of a welcoming community, we'd
love to hear from you!

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

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 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.

About Associated Asset Management (AAM)

Business Consulting and Services · 501-1,000 employees · headquartered in Tempe, AZ · founded 1990