Assistant Community Association Manager

Duties and Responsibilities

• Plan, schedule and assist in hosting community events according to budget.
• Prepare newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings, etc.
• Update and file association documents for Community Managers.
• Arrange for delivery and pick up of documents from storage when necessary.
• Affix and update management reports, and compile documents and copies for Board meetings.
• 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 Association.
• Process print jobs, scanning and faxing as general office support when needed.
• Affix and issue key fobs, pool passes and processing access keys.
• Affix and assist in monitoring client delinquency rates and collections process for account portfolio.
• Affix and assist in requests for proposals, repair quotes, insurance notifications.
• Affix and assist in updating property fact sheets in C3.
• Affix and assist in preparing homeowner CC&R violation letters and communicate results of hearings to homeowners within the time frames set by state statues or governing documents as needed.
• Affix and assist in communicating Associa corporate programs (website, portals, etc.) including client enrollment.
• 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.
• Alerts Office Manager of low supplies and assists in supply stocking and distribution.
• Partner with multiple stakeholders, for example community managers, vendors, peers, clients.
• Ability to self-motivate, be proactive, detail oriented and successfully 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.
• Must be able to work effectively with others in person and in group settings.
• Must be able to prioritize, manage time, and meet deadlines.
• Must be able to interpret verbal and/or written instructions at a proficient level.
• Must be able to communicate effectively and professionally on phone, email, and in-person.
• Must be able to operate general office equipment (copier, fax, phone systems, etc.).

Education and Experience

• High School Diploma.
• Associates 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.