Assistant Community Manager

Position Summary

Primarily responsible for assisting Community Manager by providing elevated customer service to Fireside at Norterra homeowners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&R’s) and management contracts.

Position Responsibilities

• Perform a wide spectrum of duties that are essential to successfully enforcing community Covenants, Compliance & Regulations (CC&R’s), provides support and other tasks as directed by the Community Manager.
• Partners with AAM’s Management Team to ensure compliance with State and Federal Association Management Laws.
• Interacts with homeowners, vendors and service providers on a frequent basis to promote and maintain high quality customer service for the Association.
• Develop a working relationship with community board members and various committees.
• Conducts routine compliance inspections as directed by CC&Rs and design guidelines.
• Communicates to Community Manager issues that may arise from compliance issues within the community.
• Partners with Community Manager to educate homeowners to ensure effective, long-term solutions to compliance issues.
• Researches issues of non-compliance and prepares documentation for the Community Manager and, if necessary, Board review.
• Communicates with homeowners concerning compliance with CC&R’s.
• Processes and follow up on violation appeals.
• Reviews monthly financials and submits community accounts payable (when needed).
• Quarterly review of delinquents account to communicate intent to suspend and/or suspension of use of the amenities to Homeowners, if necessary.
• Maintains an effective process for architectural submittals based on the community needs.
• Attends monthly architectural meetings and prepare all architectural packets and correspondence necessary for architectural meetings.
• Complete follow up to notify members of decisions. Scan completed packets into Homeowner’s Lot File.
• Affords assistance in obtaining and reviewing bid proposals.
• Maintains accurate and current association records and websites.
• Maintains an effective process for tracking architectural submittals.
• Affords assistance in designing brochures, pamphlets, handouts, etc. for communities.
• Attends meetings as needed.
• Maintains open communication with contract vendors.
• Maintains strict adherence to community and company deadlines.
• Prepares and submits mailings as assigned.
• Maintains accurate and current association records.
• Affords assistance in updating the community website and Facebook page as needed.
• Manages key/FOB distribution for vehicle gates.
• Digital scanning to member’s lot files in a timely manner. Can have administrative assistant help with this.
• Maintains accurate and current association records.
• Performs other duties as directed.

Knowledge, Skills & Abilities

• Strong computer software and internet proficiency.
• Excellent interpersonal skills: positive written and verbal communication abilities.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Proven customer service experience, with a strong emphasis on problem resolution.
• Ability to multitask and prepare and process large amounts of administrative and customer service items while being detail oriented.
• Ability to function efficiently in a high volume, fast-paced environment.
• Ability to interact and work positively and effectively with staff at all levels.
• Advanced communication skills (both verbally and written), and the ability to communicate with all levels of management, staff, residents and Boards of Directors.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.

Physical Demands & Work Environment

• Sitting in an office setting utilizing a computer and other office equipment.
• May be required to lift boxes, fill paper trays, and other minor physical tasks.
• Sitting and standing for moderate periods of time.
• Walking and/or driving throughout community as needed for inspections and other property needs as designated.