Assistant CAM

Description

Overview:

The Assistant CAM provides clerical and administrative support to the Association, maintaining an efficient office environment. This role requires projecting a professional and positive image through in-person and telephone interactions and being sensitive to the interrelationships of residents and staff, ensuring discreet handling of all business.

Duties And Responsibilities

Resident Service:

Exhibit a friendly, personable style with residents, anticipating their needs.
Serve as office receptionist, immediately greeting residents and visitors.
Answer phones and emails, route calls, and take/distribute accurate and timely messages. Respond to residents within 24 hours.
Conduct new owner orientation, including processing amenity/gate access cards and RFID stickers.
Sell amenity/gate access cards, RFID stickers, and event tickets via check or card.

Technical Knowledge/Operations

Routinely inspect homesites for compliance. Notify owners of non-compliance and steps required to avoid further action. Submit weekly reports to the Community Manager.
Compose documents as needed (meeting agendas, packets, spreadsheets).
Assist residents with ARC applications. Upload all applications into Caliber. Assist ARC Committee as needed.
Create and distribute monthly calendar for the Lifestyle Committee. Create and update the event flyers and community bulletin board.
Coordinate sponsorships for HOA events.
Update HOA website as necessary, including all HOA meetings and events.
Attend Board Meetings and community events as needed.
Receive, sort, and distribute incoming mail. Prepare outgoing mail for distribution.
Complete check records and mail checks weekly.
Perform document scanning and copying.
Maintain office filing, storage systems, and adequate stock of office, kitchen, and cleaning supplies, ordering supplies when needed.
Maintain and update resident databases (resident lists, contacts, homeowner information, age verification, etc.).
Ensure small office equipment is properly maintained and serviced.
Keep office areas clean, free from clutter, and reflecting a professional appearance.
Conduct and complete daily work on the computer, including e-mail traffic, electronic calendar, and other software programs.
In coordination with the Community Association Manager (CAM), generate and monitor work orders through completion, including direct communication with maintenance staff and/or vendors.
Perform other office duties as assigned by the manager or Association.

Requirements

Qualifications Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Internet skills, including e-mail, group messaging, and information gathering.
Proficient in MS Office applications (e.g., Outlook, Teams, Word, Excel, PowerPoint, and Sharepoint).
Preferred experience with Canva and Caliber.

Education And/or Experience

A minimum of a high school diploma, general education degree (GED), or more than two years of related experience. Must have a current CAM License.

Language Skills

Must be able to read, write, and speak English. Must be able to read and interpret simple and complex documents, reports, and correspondence. Must be able to speak effectively with clear speech to individuals and groups. Multilingual skills are helpful but not required.

Reasoning Ability

Must apply common-sense logic and understanding to carry out written and/or oral instructions. Must solve problems involving several variables and interpret a variety of instructions provided in written and/or oral form. Must demonstrate effective interpersonal skills, sound judgment, and decision-making. Must utilize mathematical skills, including addition, subtraction, multiplication, and division. Must accurately perceive, comprehend, and analyze situations, data, and incidents.

Physical Demands

The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties.

Must be able to stand, walk, sit, talk, and listen. Must be able to use hands and fingers for computer work and paperwork. Must be able to lift and/or carry up to 10 pounds. Specific vision abilities required include close vision, distance vision, and color vision.

Work Environment

The work environment described here is representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties.

Must be able to work alone without supervision and work well with others. Must have verbal and face-to-face contact with others. Most of the time will be spent working inside. Some outside work is required to perform property inspections and may involve exposure to extreme weather conditions. Must work the necessary hours required to perform the job fully. Will coordinate vacations in accordance with company requirements and schedules. If required to drive, a valid driver’s license is necessary. Must be able to travel.

Positive Traits And Skill Set

Excellent people and communication skills, with emphasis on telephone protocol.
Demonstrates the desire to improve, do things better, and succeed by committing to challenging objectives.
Demonstrates proactivity, persistence, and a forward-thinking approach.
Demonstrates the ability to adapt to various situations, individuals, or groups effectively.
Demonstrates consistency with key organizational and professional values/standards and promotes them within the organization.
Demonstrates the ability to effectively influence others, provide information, develop group support for a position, or use third-party experts.
Demonstrates the desire to serve or provide value to others.
Demonstrates the ability to identify patterns between situations that are not obviously related and to identify the key issues in complex situations.
Demonstrates the ability to teach, train, develop, or otherwise improve the skills of others.
Demonstrates the ability to facilitate and release the capabilities of people to exercise self-management in a manner that benefits the organization.