Assistant Community Association Manager

Description

Join our Team! Leland Management is seeking an Assistant Community Association Manager for one of our communities in the Clermont, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 15 consecutive years, including winning first place in our category for 2021! The position is full-time (Monday thru Friday from 8:30am to 5:00pm) with competitive pay and excellent benefits.

The Assistant Community Association Manager ensure effective and efficient operations. The Assistant CAM also assist the onsite Community Association Manager with daily duties that are delegated to them.

Position Responsibilities

Processing of all buyer/renter HOA approvals:

• Receive the age verification forms, request for BOD signature when required, scan and send the HOA approval to Leland Closings Department.
• Attending of new homeowner orientations.
• Coordinating of appointments with the new buyers.
• Obtain the official Warranty Deed for the new buyer address.
• Provide our New Resident Welcome Packet that consist of important Community information such as Community Standards, Rules and Regulations for the Clubhouse, instructions of call-in guests’ process, and instructions on the landscape work orders, etc.
• Briefly verbally go over the items in the welcome packet at time of orientation.
• Obtain new homeowner information for the new file.
• Provide barcodes and access cards at time of appointment.
  
  

ACC Applications

Processing of ACC applications.

• Collect all of the ACC applications, scan and send them to the ACC Committee for a timely review of the applications before the meetings will begin.
• Assist in running the Webinar for the ACC Committee during the time of meeting.
• Initial creation of the meeting minutes.
• Provide all items necessary for a smooth meeting to the ACC Committee such as paper copies of all ACC applications for the month, updated HOA contractors' information on file, copies of the ACC decisions notes for each application, previous month's approved meeting minutes.
• Sending of eblasts prior to application deadlines, and meeting information after the deadline.
• Scan and sending of applications to each homeowner that has an email listed on the application with the results of their applications. If an email is not provided, a phone call is made to the phone number listed on the application to discuss the results of the application.
• Filling of the applications once the meeting has been completed.
  
  

Property Inspections

• The property inspections consist of inspecting the exterior of the homes and surrounding areas to ensure that all areas are in compliance with the Community Standards.
  
  

Violations

• Violations are created for homeowners who are not in compliance of the Community Standards after an inspection has been made, and the result is confirmed a violation. Pictures on the violation where applicable and sections from the Community Standards are pulled and placed into the violation.
• A copy is made for the homeowners file and mailed out to the homeowner directly.
  
  

Paint Project

• Coordinating of appointments with homeowners who would like to view HOA approved color book
• Coordinating of all scheduling for pressure washing and painting for the contractor schedule.
• Obtain and review of all invoices and Warranty Certificates after each week has been complete.
• Sending of all reviewed invoices to our Leland AP team for further review and approval.
• Completion of all properties to be painted who are due for HOA painting.
  
  

Processing Of All HOA Checks

• Documenting and adding of all checks through excel.
• Request paperwork needed and send over the completed excel for accountant
• Preparing Deposit Slips and making deposits on a timely basis Documenting of all barcodes & access cards
• Excel of all barcodes, access cards and all provided information kept up to date.
• All paperwork filed once complete.
  
  

Ordering of supplies needed for the Clubhouse & Grounds

• Ordering online needed for supplies needed maintenance.
• Keeping items in stock so supplies do not run low.
• Ordering of grounds supplies when needed, keeping basic grounds supplies in stock.
  
  

Gathering Of Receipts For Account Summary Of Transactions Placed

• Gather all receipts and place them in order of purchase.
• Categorized each receipt for smoother CAM coding.
• Provide the organized receipts requested to the CAM for further processing.
  
  

Lifestyle

• Assist in set up for events as needed.
• Attend Lifestyle Events as needed.
• Upkeep of Lifestyle excel for treasurer.
• Process checks and prepare deposit of event & room rental checks.
  
  

Concierge

• Assist Concierge with resident questions.
• Upkeep staff schedule to assure 7-day coverage.
• Cover Concierge desk as needed.
  
  

Board Of Directors

• Assist in set up of Board meetings as needed.
• Attend Board Meetings as needed.
  
  

Residents

• Answer all calls and emails from residents and vendors in a timely manner.
• Email to Leland and file death certificates.
• Process renter leases and homeowner's POA paperwork and file in homeowner's file.
  
  

Knowledge, Skills & Ability

• Outstanding customer service skills
• Detail orientation, problem solving, and time management skills
• Capability to work independently while collaborating effectively with others
• Ability to complete multi-tasks while being redirected to another assignment
• Exceptional organizational and planning skills (event planning preferred)
• Excellent written and verbal communication skills via email, phone, and face-to-face interactions
• Proficient and working knowledge of Microsoft Office Applications (Word, Excel, Outlook, and OneNote)
• Experience in Association Software such as Caliber is favorable
  
  

Requirements

Minimum Experience

• One (1) year minimum experience in related field area
• Two (2) years minimum direct experience as an administrative assistant or office assistant.
• Bilingual (preferred)
• High school diploma, college degree, or equivalent work experience.
  
  

Special Requirements

• Physical demands and work environment: This position requires sitting and working at a computer station and being mobile throughout the community and activity locations.
• Flexible work schedule based on the needs of the events within the community.