Administrative Assistant, Onsite en None

Position Summary:

Full-time, dedicated Administrative Assistant with some gate attendant responsibilities for Pima Canyon Estates in Tucson, AZ. This role reports directly to the Community Manager, helping to ensure the association’s Governing Documents are upheld within the community. Responsible for general administrative support and assistance with providing education and world-class customer service to homeowners, residents, guests and contractors. A portion of each work week includes covering shifts at the Pima Canyon gatehouse.

Position Responsibilities:

• Perform a wide spectrum of administrative duties that are essential to successfully enforcing community Covenants, Conditions & Restrictions (CC&R’s), Design Guidelines.
• Develop effective working relationships with community board members, committee members, homeowners and residents.
• Extend top-notch customer service and problem resolution via phone, email and face-to-face interaction with board members, committee members and residents.
• Attend various meetings (in person and/or via Zoom) and prepare all meeting minutes necessary to record corporate actions.
• Maintain and manage the associations’ websites as directed.
• Digitize records and maintain accurate and current association files.
• Send community eblasts.
• Serve as Point of Contact for delivery of forms, applications and general correspondence from members of the association.
• Assist Community Manager with tracking received DRC submittals and their status.
• Assist Community Manager in preparing/issuing response letters to DRC submittal applicants.
• Provide coverage at the Pima Canyon gate house as needed.
• Perform other duties as directed by the Community Manager.

Knowledge, Skills and Abilities:

• Ability to 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.

Minimum Requirements:

 High school diploma or GED and two (2) years of full time, paid, professional experience working in an administrative support role within an office/customer service environment. Valid Drivers License.

Preferred Qualifications:

High school diploma or GED and one (1) year full time, paid, professional experience working in an administrative support role within an HOA/Property Management environment.

Physical Demands & Work Environment:

• Primarily sitting at workstation utilizing a computer in an office setting or sitting/standing at community access gate workstation.
• Must have flexibility to work mornings, afternoons, and/or early evenings based on client needs for meeting attendance and/or gatehouse coverage.