ACAM

About the role

The Assistant Community Manager supports the Community Manager(s) by providing clerical and administrative assistance. They serve as the primary point of contact between the Community Manager(s) and homeowners, vendors, board members, committee members, and Associa Client Shared Service Center (CSSC) and branch office staff.

Responsibilities

• Update and file association documents for Community Managers.
• Arrange for the delivery and pickup of documents from storage when necessary.
• Absorb and prepare agendas, update management reports, and compile documents and copies for Board meeting packages.
• Prepare annual disclosure packages, annual meeting notifications, and annual financial statement packages for all homeowners and arrange bulk mailing of same within the time frames set by state statute or governing documents.
• Update homeowner and association information in C3 and shared files.
• Process and distribute incoming and outgoing mail for the office and Associations.
• Process print jobs, scanning, and faxing as general office support when needed.
• Assist Community Manager with ARB (Architectural Review Board) application processing and perform on-site community inspections as necessary.
• Issue key fobs, pool passes, and process access keys.
• Prepare newsletters, flyers, and other various documents to inform homeowners of maintenance services or projects, activities, meetings, etc.
• Monitor client delinquency rates and the collections process for account portfolio.
• Assist Community Manager with requests for proposals, repair quotes, insurance notifications.
• Prepare homeowner CC&R violation letters and communicate results of hearings to homeowners within the time frames set by state statutes or governing documents as needed.
• Assist homeowners with Associa corporate programs (website, portals, etc.) including client enrollment.
• Perform other duties as assigned.

Requirements

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of communities, property, real estate, and homeowners’ associations.
• Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Knowledge of conflict resolution techniques at a proficient level.
• Professional customer service skills.
• Ability to keep workspaces organized and maintained.
• Ability to partner with multiple stakeholders, such as community managers, vendors, peers, and clients.
• Ability to self-motivate, be proactive, detail-oriented, and function as part of a team.
• Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.
• Knowledge of company policies, procedures, and forms.
• Ability to work effectively with others in person and in group settings.
• Ability to prioritize, manage time, and meet deadlines.
• Ability to interpret verbal and/or written instructions at a proficient level.
• Ability to communicate effectively and professionally on phone, email, and in-person.
• Ability to operate general office equipment (copier, fax, phone systems, etc.).
• High School Diploma or GED Required.
• Associate's Degree strongly preferred.
• At least one year of Customer Service experience is required.
• At least one year of Community Association Management or relevant experience is preferred.
• Experience with a high call volume is preferred.

Benefits Summary

• Vacation accrual begins after 90 days at 6.67 hrs per month with a cap at 160 hours, depending on years of service.
• Employees who are active and full-time are eligible to accrue 3.34 hours per month up to a maximum of 40.00 hours (5 days) per calendar year.
• 401k offered.
• 9 paid holidays.
• Medical, dental, and vision offered.
• Short and long term disability, plus other voluntary insurance options.
• World-Class Training.
• Individual and Branch Achievement Bonuses.
• CAI (Community Association Industry) Course/Designation Assistance.
• Employee Referral Bonus Program.
• Wellness Incentives.

Compensation

$27.00-$29.00/hour; direct experience highly considered.