Assistant Community Manager

Job Title: Assistant Community Manager

 

Report to: Team Lead

 

Location: San Francisco, CA

 

Watch this video to see what an Assistant Community Manager does: California - Assistant Community Manager Video

 

JOB SUMMARY: Supports a team of community management staff through timely completion of assigned administrative and project duties.

 

PERFORMANCE REQUIREMENTS include the following:

 

• Manage work order process, vendors, and client issues.
• Produce requested reports in a clean, orderly, and professional fashion.
• Provide “Buddy System” backup for assigned Buddy during absences.
• Daily use and maintenance of information in Connect, Tasks and other FirstService database programs as assigned.
• Handle questions or calls from board members, homeowners and vendors or refer to the appropriate staff member for assistance.
• Inform CM or other senior staff member of any injury or behavior incident, complete incident report and/or call law enforcement or emergency crew as needed.
• Coordinate with assigned CMs to prepare for deadlines, reports, processes, and standing meetings.
• Review, input, separate and handle all mail for assigned CMs & Associations daily.
• Scan and/or email documents as requested by CMs.
• Processing of all required minutes, community updates/newsletters and miscellaneous correspondence.
• Submit all charge-backs for association(s) monthly.
• Maintain community profile, portfolio, policy notebooks, association manuals and any annexation documents.
• Create clear, concise, professional and accurate written communication to residents in a timely manner.
• Manage all access control and programming devices as needed.
• Manage and process all income as required.
• Monitor and address resident violations as required.
• Monitor and address resident ARC modifications as required.
• Work Order management; monitor daily and coordinate with residents, managers and vendors to completion in a timely manner.
• Organize and maintain all homeowner and administrative files & perform annual association file cleanout in accordance with company standardized hard copy and electronic system.
• Assist CM in administrative duties as required. Includes, but is not limited to: Connect tasks, violations, work orders, community websites, proper documentation in Connect, info center questions, open calls/emails, welcome packets, etc.
• Make every attempt to enforce rules and regulations in a professional manner.
• Manage client meetings, site visits, meeting and follow-up.
• Maintain an organized workspace according to company procedures.
• Acknowledge and greet all guests in a friendly courteous manner.
• Move management; perform move coordination duties as assigned, including acting as the move-in coordinator onsite as needed (will include occasional weekends).
• Act as backup when CM is on vacation, sick days, or out of office.
• Complete company training as assigned, attend all mandatory company functions and adhere to First Service Standards of Operation.
• Other duties as assigned

 

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

 

• Ability to work under tight deadlines and consistently meet deadlines.
• Exhibit professionalism, professional attire and demeanor at all times.
• Demonstrates effective communication skills consisting of oral, written and listening skills.
• Demonstrates problem-solving abilities.
• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.
• Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and Power Point.
• Demonstrates organizational skills and ability to independently prioritize daily workload.
• Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds.

 

EDUCATION And/or EXPERIENCE

 

Must have a minimum of a 2-year college degree.

 

Language Skills

 

Proficient in English.

 

Mathematical Skills

 

Strong general math skills.

 

REASONING ABILITY

 

Ability to define problems, collect data, establish facts, and draw valid conclusions. Must be able to work well under pressure and deadlines, as well as work independently and prioritize time effectively. Ability to make decisions and solve problems creatively. Must be able to prioritize, organize and address tasks with efficiency.

 

CERTIFICATES, LICENSES, REGISTRATIONS

 

Valid Drivers License and State Mandated Vehicle Insurance

 

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee 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 25 lbs.
• Must be able to sit or stand for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Must be able to effectively place and receive telephone calls and use voicemail system.
• Work is performed in a variety of environmental conditions, with exposure to outdoor temperatures, weather variations, traffic and equipment noise, equipment vibrations, vehicle and/or chemical fumes, chemicals such as cleaning solvents and grease, machinery and their moving parts and dust.
• Work duties may require the ability to stand or walk on hard surfaces for frequent and prolonged periods of time.

 

WORK ENVIRONMENT

 

The work environment characteristics are normal office conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Full time position. Typical schedule, Monday through Friday, 9:00 a.m. – 5:30 p.m. Work days, hours of work and location may vary and overtime work will be required from time to time. This position does require working occasional evenings, weekends and some holidays per the direction of management. Consistent and regular attendance required.

 

About Us:

 

FirstService Residential is North America's foremost property management firm. Our dedication, responsiveness and integrity are why thousands of communities across the U.S. and Canada choose FirstService Residential to manage their properties. We have expertise working with complex communities with large budgets and numerous amenities. In addition, we manage commercial associations and mixed-use developments, as well as multi-family and investor-owned rental and REO properties for institutional and private equity clients.

 

We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, apply today or join our community and learn more about FirstService Residential.

 

To learn more about our company and culture, please visit www.fsresidential.com/california

 

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.