Assistant Association Manager

JOB SUMMARY: MarWest Commercial specializes in the formation & management of commercial property owners Associations. With more than 350 commercial office, industrial, medical office, and mixed-used properties under management throughout the United States, MarWest is known as the industry leader.

The Assistant Association Manager ("AAM") assists the lead manager in overseeing a portfolio of Commercial Property Owner Association “CPOA” accounts and in some cases, traditional 3rd party properties to ensure business is executed in a timely and accurate manner in accordance with the Association governing documents, MarWest policies and procedures, California Civil Code and other applicable regulations. A successful AAM is a self-accountable, well-organized, proactive person who takes pride in their administrative support and works with their leader to ensure the properties within their portfolio are professionally managed. The AAM will work to establish relationships with vendors, colleagues and owner clients. The Assistant Association Manager "owns" certain operational aspects to ensure compliance and reduce liability. The AAM is responsible for understanding and meeting leader’s expectations related to support on their portfolio. The AAM must remain service-oriented, accessible and accountable.

Essential Duties & Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

• Quickly gain a working knowledge of MarWest systems and networks (including RMIS, Avid, Jenark, etc.) as trained by Manager and assimilate standard operating policies and procedures.
• Proactive inspection of landscape and other common amenities and timely execution of necessary repair and maintenance activities.
• Correspondence with owner to include requests for maintenance, assessment statements, compliance and violations.
• Gather detailed bids from vendors as needed, review and follow up with vendors. Schedule annual items such as FLS inspections, roof maintenance and tree trimming.
• Draft memos, meeting minutes or other communication to clients as directed.
• Assess and monitor properties; identify opportunities for improved communication or service delivery methods.
• Must have reliable transportation and be able to drive to other work locations.
• Ability to learn, understand and implement property governing documents (CC&Rs, By-Laws, & Rules) and ensure requirements are followed.

Additional Duties & Responsibilities

• Practice and adhere to Company Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Update all property information such as property profiles, owner contact lists.
• Perform any range of special projects, tasks and other related duties as assigned.

Education & Experience

• Undergraduate degree preferred. California Real Estate License a plus
• 6 or more years of property management experience

Knowledge, Skills & Proficiencies

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Strong written and verbal communication skills. Must be an "active" listener who can anticipate issues and drive for mutually satisfactory resolution.
• Working knowledge of Microsoft Applications, especially Word, Excel and also Adobe.
• Service oriented mindset, with multi-tasking abilities and flexible, resilient attitude.
• Must be able to instill confidence in board members and residents by being prepared, knowledgeable and professional.
• Must be able to deal with conflict and work well under pressure

TOOLS & EQUIPMENT USED

• Standard Office Equipment
• Valid Driver's License and State Mandated Vehicle Insurance

Physical Requirements / Working Environmemt

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25lbs.
• Must be able to sit for extended periods of time.
• Must be able to stand for extended periods of time.
• Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business.
• Must have finger dexterity for typing/using a keyboard.
• Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks in uneven areas.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.