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Full-time
Posted 45d ago
~40 hrs/week
Responsibilities
Coordinate the startup operations for new residential communities by managing documentation, tracking internal systems, and updating developer spreadsheets. Support the Developer Services team through administrative tasks, meeting coordination, and ensuring compliance with state and federal statutes.
Requirements
Requires strong interpersonal and organizational skills with the ability to manage multiple priorities in a fast-paced environment. Experience with developer communities and the enforcement of governing documents is desired.
Full job description
Join a high-performing, people-first culture with Associated Asset Management, a national leader in HOA management for over 36 years! Be part of a team that empowers growth and excellence while supporting Developer Services for exciting new community start-ups. In this role, you’ll help keep projects running smoothly by managing documentation, tracking internal systems, updating spreadsheets, capturing meeting notes, and supporting essential start-up operations across diverse residential communities.
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 the community folder once entity is set up in VMS.
Update developer/builder spreadsheets monthly as well as other tracking processes 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, assistance with ARC review process, 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.
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.
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 improving various bidding forms. To include acquiring and tracking receipt of community plans, maps and documents required for new budgets.
Complete Boardvue start-up task spreadsheet and enter Boardvue start-up tasks.
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.
Dedicated to Delivering Total Peace of Mind in HOA Management
Industry
Business Consulting and Services
Company size
501-1,000 employees
Founded
1990
Headquarters
Tempe, AZ
LinkedIn followers
4,152
AAM has spent over 35 years doing one thing exceptionally well: managing communities that residents are proud to call home and boards are confident to lead.
With more than 1,000 associations under management, we work across single-family, master-planned, active adult, high-rise, condominium, and commercial communities. That breadth gives our clients something most management companies cannot offer, perspective. We have seen what works, what fails, and what a well-run community actually looks like over the long term.
Board members choose AAM because we treat their responsibility as our own. We bring financial discipline, operational expertise, and local accountability to every partnership. Our role is not to complicate governance, it is to simplify it, so boards can focus on vision rather than administration.
For professionals considering a career in community management, AAM offers something increasingly rare: a company large enough to provide resources and advancement, and grounded enough to make individual contributions matter. Our people stay because the work is meaningful and leadership is accessible.
AAM is a proud member of CAI, the Arizona Association of Community Managers (AACM), and holds BBB Accreditation.
Offices: 1600 W Broadway Rd, Suite 200, Tempe, AZ 85282, US · 16414 San Pedro Ave, 240, San Antonio, Texas 78232, US · 8212 Louisiana Blvd. NE, C, Albuquerque, New Mexico 87113, US · 1963 Commerce Center Circle, A, Prescott, Arizona 86301, US · 15396 N 83rd Ave, D100, Peoria, AZ 85381, US
Planned Development ConsultingProperty ManagementHOA Management Active Adult & Lifestyle Communities Large-Scale Master-Planned CommunitiesCommercial & Mixed-Useand Community Association ManagementManagement Consulting