On-Site Administrative Assistant

Description

JOB SUMMARY 

Cadden Community Management is seeking a professional, organized, and service-focused On-Site Administrative Assistant to support the daily operations of a homeowners association community in Green Valley, Arizona. 

This highly visible, resident-facing position serves as a primary point of contact for homeowners, residents, Board members, and vendors while providing administrative support to the Community Manager. The successful candidate will be highly organized, comfortable managing competing priorities, and able to communicate professionally with a wide range of individuals. Strong follow-through, attention to detail, and the ability to remain composed and solution-focused in challenging customer-service situations are essential. 

KEY RESPONSIBILITIES 

• Serve as a professional and approachable point of contact for homeowners, residents, Board members, and vendors. 
• Respond to phone calls, emails, and in-person inquiries professionally and promptly. 
• Assist homeowners with community, account, and service-related questions and appropriately route or escalate matters when needed. 
• Provide administrative support to the Community Manager and on-site team. 
• Maintain organized electronic and physical association records. 
• Prepare meeting materials, notices, correspondence, and other community communications as directed. 
• Coordinate scheduling, appointments, meetings, and on-site activities. 
• Process and track homeowner requests, architectural submissions, work orders, and related documentation. 
• Assist with compliance tracking, documentation, and follow-up. 
• Support billing inquiries and coordinate with accounting staff as appropriate. 
• Document homeowner communications, requests, and follow-up activities accurately and promptly. 
• Track open items through completion and escalate unresolved matters to the Community Manager when appropriate. 
• Maintain accurate, real-time information in Vantaca or other management systems. 
• Exercise discretion and maintain confidentiality when handling homeowner, Board, financial, and association information. 
• Maintain a professional, organized, and welcoming on-site office environment. 
• Represent Cadden Community Management through responsiveness, professionalism, accountability, and consistent follow-through. 

BENEFITS 

• Medical, Dental, and Vision Plans 
• Pet Insurance 
• Supplemental Insurance, including Short-Term Disability and Life Insurance 
• Paid Time Off (PTO) 
• Paid Bereavement Leave 
• Military Leave 
• Jury Duty Pay 
• Community Service / Volunteer Paid Days 
• Costco Membership 
• Employee Recognition Program 

WHY JOIN CADDEN? 

• Be part of a company focused on service excellence and community impact. 
• Work directly with residents and make a visible difference in the community. 
• Build valuable experience in HOA and community management. 
• Join a team that values accountability, adaptability, engagement, and professional growth. 

Requirements

QUALIFICATIONS 

• 1-3 years of administrative, customer service, front-office, or related experience. 
• Strong organizational skills with demonstrated attention to detail. 
• Ability to prioritize multiple requests, deadlines, and interruptions in a fast-paced environment. 
• Excellent verbal and written communication skills. 
• Strong customer-service and interpersonal skills. 
• Ability to remain professional and solution-focused when assisting frustrated or upset homeowners. 
• Proficiency with Microsoft Outlook, Word, and Excel. 
• Ability to learn new software systems and technology quickly. 
• Reliable attendance and ability to work full-time on-site in Green Valley, Arizona. 

PREFERRED EXPERIENCE 

• HOA, community association, property management, real estate, or related experience. 
• Experience supporting a manager or working in a professional front-office environment. 
• Experience with Vantaca or other property-management/CRM software; training will be provided. 
• Experience working directly with homeowners, residents, customers, or the public.