Assistant Community Association Manager

About the role

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Responsibilities

• Walk-in/Calls/Emails — Answer homeowner and residents’ questions regarding their Association including but not limited to the Association’s Rules, Amendments, Architectural Change Requests, Violation Notices, Chargebacks
• Answer questions from real estate agents and appraisers via phone calls or emails
• Collect various owner documents/forms and track them through an Excel Spreadsheet; proactive routine follow-up for document requests, timely without verbal reminders from staff
• Generate Letters, Notices and supporting documents, copy/stuff/postage mailing to all unit owners or prepare for outsourcing
• Collect Annual Meeting proxies and prepare documents for the meeting to be given to the property manager
• Copy/Stuff/Postage Mailings to individual unit owners on a regular basis
• Generate violation letters accurately and efficiently
• Run reporting out of database as requested
• Issue pool tags/cards/fobs, building/storage keys, transmitters/remotes, parking stickers/passes; recorded in software or spreadsheet as required
• Book meeting rooms for community managers when requested
• Assist clients with clubhouse rentals and paperwork/requirements
• Proofread manager's documents/reports, letters, notices
• Create & Update Excel spreadsheets as needed
• Draft letters to vendors and homeowners
• Scanning records, filing electronically and updating database
• Filing of any hard copy documents on a weekly basis
• Answer calls for community managers when they are out of the office for the day/week
• Cover Reception Desk (answer/transfer incoming calls; assist walk-in guests) as requested
• Additional clerical/requested tasks as needed from the community managers you will support

Requirements

• Proficiency in O365 (Outlook, Word, Excel), SharePoint, OneDrive
• Positive and welcoming attitude
• Ability to handle difficult residents in a professional and positive manner
• Strong organizational, oral, and written communication skills
• Ability to multitask efficiently and accurately
• Experience working in the Community Management industry a plus