Onsite Assistant Community Manager (FVA5826)

Responsibilities

• Supervision of team members
• Receives & responds to incoming calls from homeowners, Board members & vendors. Follow through on various requests & maintaining records
• Processes and distributes incoming and outgoing mail for the office and Association
• Prepares and assists General Manager with monthly board packages and in-house mailings
• Deed Restriction Letters: Produce and track letters based on the site inspections. Maintain violation log, both active and resolved
• Renewals: Track expiration dates on all agreements for assigned associations (landscape maintenance, pool maintenance, janitorial, etc.), solicit bids for renewal, renew the agreements with current vendor if requested and/or assist the bid packet preparation. Ensure that all agreements are fully executed and are appropriately filed
• Meeting Notice Preparation: Assist with the preparation of the Board Meeting Packets and Annual Members Meeting Packets in accordance with the association’s bylaw notice requirements
• Absence at Meetings: Attend Board Meetings and Annual Members Meetings as needed to assist the Association Manager and to record minutes
• Prepare Minutes: Draft meeting minutes and make additions/changes as directed by the Association Manager and Board Members for assigned associations. Manage the approval process of the minutes by the Association Manager and circulate to the Board of Directors within thirty days of the meeting
• New Board Member Packets: Prepare and fulfill the New Board Member Packet(s) within two (2) working days of the Annual Members Meeting
• Maintenance of Corporate Records: Maintain and update the corporate records and minutes books for assigned associations
• Committee Coordination: Manage the volunteer process for assigned associations and maintain a data file of volunteers for each committee and manage committee requests
• Filing: Set up files for new associations as assigned and maintain association files per standard office procedures
• Research and Coordination: Assist the Association Manager with researching resident requests, securing locations and dates for meetings
• Proofread all community correspondence

Plus other work-related tasks as needed

Qualifications

• High school diploma or equivalent
• Experience in community management or related field
• Excellent communication and interpersonal skills
• Ability to work independently and as part of a team
• Proficiency in Microsoft Office Suite
• Knowledge of community management software and systems
• Strong organizational and time management skills
• Ability to handle confidential information with discretion