Assistant Community Manager

Assistant Community Manager

Job Summary

The Assistant Community Manager is responsible for providing clerical and administrative support to the Community Manager(s), while co-managing accounts. The Assistant Community Manager is the liaison to the Community Manager(s) and homeowners primarily, but will also interact with vendors, board members and committee members, as well as staff at the Associa Client Shared Service Center (CSSC) and within the branch office. The Assistant Community Manager is responsible for providing the overall supervision of a few accounts, with the assistance of a Community Manager.

Essential Duties and Responsibilities

• Assist in building agendas, update management reports, compile documents and copies for Board meeting packages, handle action item lists and draft minutes.

• Assist in building annual disclosure packages, annual meeting notifications, and annual financial statement packages for all homeowners and of same within the time frames set by state statute or governing documents.

• Assist Community Manager with architectural application processing.

• Assist with issuing of key fobs, pool passes and processing access keys.

• Travel to client associations in order to attend board meetings, perform inspections, conduct walk-throughs, and attend community events as needed and per the management agreement.

• Act as or oversee the primary liaison with homeowners as needed.

• Update management reports, and compile documents and copies for Board meeting packages.

• Coordinate and/or oversee inspection of building facilities and/ or common areas and arrange appropriate follow up actions as requires.

• Attend community events as needed per the management agreement.

• Ensure Associa community management tools are being effectively developed and utilized, such as annual calendar, action item list, agendas, RFP matrixes, committee charters, procurement procedures, FY operating budget, etc.

• Other duties as assigned, including the Senior Assistant Community Manager checklist.

Other Duties and Responsibilities:

• Prepare newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings, etc. for Administrative Assistant distribution.

• Assist Community Manager with requests for proposals, repair quotes, insurance notifications.

• Assist Community Manager in preparing homeowner CC&R violation letter and communicate results of hearings to homeowners within the time frames set by state statutes or governing documents as needed. Provide verbiage and rules to Administrative Assistant.

• Perform on-site community inspections as necessary.

• Manage routine and special project vendors, including procurement as well as performance evaluation as contracted.

• Co-manage up to 2-3 accounts with the assistance of the Community Manager, if applicable.

• Other duties as assigned. Including the Senior Assistant Community Manger checklist.

Knowledge and Skills

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level

• Knowledge of communities, property, 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.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education and Experience

• High School Diploma or GED Required

• Associate's 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

Working Conditions

• Typical office environment.

• Frequent social interactions.

• Use of personal vehicle.