Administrative Assistant (Compliance)

Join AAM and be part of a team that has led the HOA management industry for over 36 years! We’re seeking a friendly, organized professional to support our Community Managers, assist homeowners, and help ensure community and architectural guidelines are successfully maintained. If you’re detail-oriented, enjoy providing excellent customer service, and want to make a difference in the communities we serve, we’d love to meet you!   Position Summary: Primarily responsible for providing administrative assistance to assigned Community Managers which includes customer service, preparing/mailing violation letters and overall administrative duties that lead to the success of on-going projects as well as for ensuring Architectural Guidelines and Governing Documents are upheld within designated communities by thorough knowledge of CC&Rs and Design Guidelines. Providing both customer service and education to homeowners in respect to compliance and submittal processes to ensure the overall success of the community. Position Responsibilities: * Provides direct support to assigned Community Managers in order to meet community standards. * Addresses customer issues and ensures effective, long-term solutions. * Provides customer service to homeowners via phone and email. * 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. * Works with vendors to provide direction and collect bids per the manager. * Designs brochures, pamphlets, handouts, etc. for communities. * Maintains strict adherence to community and company deadlines. * Provides relief to front receptionist. * Partners with homeowners to educate and ensure effective, long-term solutions. * Research issues of non-compliance and prepares documentation for Committee/Board review. * Records and tracks compliance information through company database. * Maintains detailed records of compliance through investigations and follow up reports of non-compliance. * Investigates issues of complaints/accusations brought against second parties by homeowners and makes determinations based on these findings. * Oversee the preparation of all compliance notices, fine notices and all related compliance issues as well as landscape and architectural submittals. * Conducts routine property tours/inspections of all lots in the Community to ensure compliance with Association CC&Rs. * Educates homeowners, staff and realtors on proper submittal processes and compliance administration. * Meets with and provides ongoing education to homeowner committees. * Utilizes a computer software tracking system (VMS) that ensures timely implementation of compliance. * Monitors software database to uphold guideline standards. * Performs other related 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 * May be required to lift boxes, fill paper trays, and other minor physical office related tasks. * Utilizing a computer in an office setting. * Utilizing personal vehicle to perform routine physical inspections of the Community.