Assistant Community Association Manager

About the Role

Provides administrative and clerical support to Community or Portfolio Managers in all areas. Serves as the primary contact for homeowners and Board Members, ensuring duties align with Access Management’s policies, processes, and management philosophy.

Responsibilities

• Receive incoming phone calls and emails, responding as directed or appropriate.
• Draft and send professional correspondence (letters, emails, etc.) to homeowners, board members, committee members, vendors, and others.
• Fill in for the receptionist as needed.
• Maintain the Portfolio Manager’s schedule, calendar, and files.
• Assist in maintaining the Community’s hard files and uploading files to Vantaca.
• Keep a spreadsheet of all ARC applications and statuses, providing correspondence to committee members and homeowners within 24 hours.
• Communicate with managers regarding ARC application statuses with a minimum of weekly contact.
• Assist in posting and updating the Community website, including daily syncing of Connect with the website and adding monthly committee and board agendas and minutes.
• Send email blasts as requested by the Manager and Board.
• Update HOA contact and Board/Committee information with current details.
• Assist in preparing and organizing materials for board meetings.
• Receive and respond to homeowner and Board of Director inquiries (verbal and written) in a professional, efficient, and timely manner.
• Serve as the direct staff liaison for the ARC Committee and Landscape Committee.
• Receive and track all ARC submittals, process ARC application payments, attend meetings, draft agendas and minutes, and send follow-up response letters to homeowners.
• Assist the Community Manager with creating, printing, and mailing the quarterly newsletter.
• Assist in processing the recording of return ballots for annual meetings and elections.
• Work with the Community’s Inspector on the violation process when required.
• Assist Community or General Managers in developing operating budgets for facilities maintenance and monitor expenditures.
• Help organize Annual, Budget, Board, Election, and Special meetings of the Association within legal requirements.
• Properly document all homeowner requests and process them accordingly.
• Adhere to Access Management’s Service Standards and conduct business with the highest standards of personal, professional, and ethical conduct.
• Perform or assist with operations to maintain workflow and meet schedules.
• Participate in meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and stay informed on new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform special projects, tasks, and other related duties as assigned.