Administrative Assistant

Do you pride yourself on staying organized, taking initiative, and getting things done? Are you someone who can juggle multiple tasks, follow through without being reminded, and figure things out when you don't have all the answers? Do you enjoy helping people, solving problems, and keeping things moving? If so, we may have a position for you. At Heywood Community Management, we value people who: - Show up. - Work hard. - Take initiative. - Get the job done. No drama. No micromanaging. We're looking for a Community Administrative Assistant to help our Community Managers take care of the homeowners associations and condominium communities we manage. This is not a traditional receptionist position. You'll have real responsibilities, work directly with homeowners, board members, vendors, and managers, and help keep our clients' communities running smoothly. What You'll Do As a Community Administrative Assistant, you'll support several communities and their assigned Community Managers. Homeowner Communication & Customer Service - Respond to homeowner questions by phone and email. - Help resolve billing questions, account issues, and general requests. - Follow up on outstanding items and make sure questions get answered. - Communicate professionally with homeowners, board members, and vendors. Community Management Support - Assist Community Managers with day-to-day association operations. - Coordinate vendor requests, proposals, scheduling, and follow-ups. - Track outstanding projects, maintenance requests, and board action items. - Prepare correspondence, notices, letters, and other association documents. - Help managers stay organized and keep tasks moving toward completion. Board Meetings & Administration - Prepare board meeting packets, agendas, notices, and supporting documents. - Help coordinate meeting schedules and communications. - Assist with annual meeting notices, ballots, proxies, and elections. - Track board decisions and follow up on assigned action items. Architectural & Compliance Administration - Receive and process architectural applications from homeowners. - Coordinate applications with Community Managers and association boards. - Process compliance inspection reports and violation letters. - Track deadlines, hearings, and follow-up requirements. - Maintain accurate records of applications, approvals, and correspondence. Accounting & Administrative Support - Assist with homeowner account questions, statements, and payment inquiries. - Coordinate billing corrections and requests with our accounting department. - Help process collections-related correspondence and documentation. - Organize invoices, proposals, contracts, and other association records. - Maintain accurate information in our management software. What We're Looking For - Excellent written and verbal communication skills. - Strong organizational skills and attention to detail. - Ability to manage multiple tasks and priorities. - Comfortable working independently without constant supervision. - Proficient with Microsoft Outlook, Word, Excel, and Windows computers. - Able to learn new software and web-based applications quickly. - Good typing skills and ability to navigate multiple computer systems. - Willingness to take responsibility for completing assigned work. - Comfortable speaking with homeowners, vendors, and board members. - Ability to work with a team and ask questions when needed. HOA management experience is a plus, but not required. Experience in administrative support, property management, customer service, real estate, or office operations would be helpful. We'll train the right person. Who This Job Is Perfect For - Someone who enjoys staying busy and having different things to work on throughout the day. - Someone who notices something needs to be done and takes care of it. - Someone who follows through instead of leaving tasks unfinished. - Someone who likes helping people but can also handle difficult conversations. - Someone who enjoys working on a computer and learning new systems. - Someone who wants stable, long-term employment with opportunities to grow. Who This Job Is NOT For - Someone who needs to be told what to do every step of the way. - Someone who struggles to stay organized or manage competing priorities. - Someone who routinely leaves emails, requests, or assigned tasks unanswered. - Someone who dislikes working with computers or learning new software. - Someone who doesn't take ownership of their work. About Heywood Community Management We're a locally operated HOA and condominium management company serving communities throughout Arizona. Our job is to help volunteer board members manage their associations and take care of their communities. That means coordinating vendors, managing homeowner requests, maintaining records, supporting meetings, handling association finances, and helping boards make informed decisions. Some days are busy. Some days are repetitive. Some situations can be challenging. But at the end of the day, our goal is simple: provide consistent, personal service and take care of our clients. We believe in giving our employees the freedom to do their jobs, make decisions within their responsibilities, and take pride in their work. We're looking for people who want to build a career with us, not just fill a position. If you're organized, dependable, good with people, and know how to get things done, we'd like to hear from you.