Administrative Assistant Job at AAM LLC in Indianapolis

For over 30 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 800 employees among 12 offices in 11 states, AAM is a professional and reliable leader within our industry. For more information, visit www.associatedasset.com.

Position Summary:

Primarily responsible for providing administrative assistance to Community Managers which includes customer service, preparing/mailing violation letters, preparing newsletters, drafting letters, taking minutes at board meetings,and overall administrative duties that lead to the success of on-going projects.

Position Responsibilities:

• Provides direct support to assigned Community Managers in order to meet community standards.
• Serves as the first impression for the office and maintains the front entry area and meeting rooms.
• Provides customer service to homeowners in person, via phone, email and virtually.
• 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 editing newsletters, 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 newsletters, brochures, pamphlets, handouts, notices, etc. for communities.
• Maintains strict adherence to community and company deadlines.
• Performs other related duties as directed.

• 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, Excel, Power Point, Publisher, Outlook, 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.

• Primarily sitting at work station utilizing a computer in an office setting.
• Walking/driving through community to assist in the inspection of common areas.