Provide administrative support for regional developer start-up communities in homeowner associations (HOA), to include but not limited to New Mexico, Michigan, Ohio, Texas and Idaho. Includes the monitoring of internal sites and platforms, updating various spreadsheets, attending developer meetings, taking meeting notes, gathering/saving/processing documents, and managing start-up paperwork. This is a fully remote position; however, employment is limited to AAM-approved geographic locations based on business and employment requirements.
Position Summary:
Provide administrative support for regional developer start-up communities in homeowner associations (HOA), to include but not limited to New Mexico, Michigan, Ohio, Texas and Idaho. Includes the monitoring of internal sites and platforms, updating various spreadsheets, attending developer meetings, taking meeting notes, gathering/saving/processing documents, and managing start-up paperwork.
Position Responsibilities:
- Update and monitor SharePoint (Intranet) site to include following up with clients regarding timing on new communities, receipt of documentation, etc.
- Coordinate with Developer Services team members to ensure all items are received for basic start-up of a community.
- Ensure all documents are moved from BD folder to community folder once entity is set up in VMS.
- Update developer/builder spreadsheets regularly as well as other miscellaneous tracking sheets as directed.
- Prepare Board and Design Review Committee resolutions and obtain required signatures.
- Perform administrative tasks including downloading and saving files, sending items through Executive Directives, updating MAT, etc.
- Coordinate startup of new communities to include obtaining EIN, preparing W9 and ensuring receipt of address list.
- Update existing W-9 forms as needed.
- Prepare transition books for managers as requested.
- Attend developer meetings, both in person and remotely, and take meeting notes.
- Audit files and update templates as required to ensure compliance with state/federal statutes.
- Coordinate sending and receiving of information to and from clients including sending documents via DocuSign.
- Order lunches for developer meetings, training, etc.
- Manage the Billing and Closing Instructions dashboards.
- Enter metadata into VMS for new communities to include adding CC&R references of declarant control and entering/updating the number of lots/units as required.
- Complete Insurance Quote Request form for start-up communities.
- Perform administrative tasks for start-up communities including draft landscape RFPs, obtaining quotes, and improve various bidding forms. To include acquire and track receipt of community plans, maps and documents required for new budgets.
- Complete Boardvue start-up task spreadsheet and enter Boardvue start-up tasks.
- Provide support to all members of the Developer Services Department as directed.
- Perform other related duties as assigned.
Desired Knowledge, Skills, and Abilities:
- Excellent interpersonal skills: outgoing and communicative, socially oriented, posed, effective in groups, articulate, persuasive in expression, strong public speaker.
- Self-direction. Capacity to set personal priorities, follow-up and report as required.
- Time Management: the ability to organize, track and manage multiple priorities and meet deadlines.
- Experience working with Developer Communities and/or other entities that involved knowledge and enforcement of Governing Documents.
- Ability to prepare and process large amounts of administrative items with strong attention to detail and timely follow-up.
- Ability to function efficiently and independently in a fast-paced, demanding environment.
- Professional written and verbal communication skills.
- Ability to work collaboratively and cooperatively within the department as well as with other departments and clients.
Physical Demands & Work Environment
- Utilizing a computer in an office setting, utilizing personal vehicle for travel involved and able to walk or move around properties as necessary.
- Ability to lift up to 25 pounds.
