Assistant Community Manager

Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support, and build a rewarding, long-lasting career? We are looking for an energetic, adaptable person who understands the importance of creating human connections and building great relationships!

FirstService Residential is now hiring an Assistant Community Manager to join the team on-site at Veranda at Ventana Condominium Association.

Job Summary

The Assistant Community Manager has a key role in supporting the management and administration of the day-to-day operations of the Association. The Assistant Community Manager maintains excellent communication and deliver exceptional customer service to Board Members, owners, residents, clients, and vendors, while working closely with the Community Manager on all matters relating to the Association’s business.

This is a Monday through Friday full-time, on-site position that does not offer remote work.

Duties & Responsibilities

Including, but not limited to:

• Provide exceptional on-site customer service to Board Members, homeowners, residents, clients, and vendors and refer to Community Manager, when necessary.
• Respond to calls and emails within 24 hours, using company’s proprietary database to note calls and sent emails.
• Work closely with the on-site Maintenance Technician, and escalate maintenance issues to the Community Manager and vendors, as needed.
• Maintain Association filing and record keeping such as homeowner filing, correspondence, work orders, accounting documentation, monthly agendas, financials, etc.
• Assist Community Manager with the preparation, proofreading, and processing of Association mailings, welcome letters, and other documents, as needed.
• Initiate procedure for architectural submittals from homeowners and update/maintain architectural logs in company’s proprietary database and pertinent information and per departmental policy.
• Enter and process work orders from owners for maintenance requests such as roof leaks, new light bulbs, irrigation leaks, pool issues, etc. Assist in follow-up on progress of work orders to ensure timely resolution and closure upon notification by vendor, on-site maintenance technician, or Community Manager.
• Conduct and document monthly inspections of the Association’s Common Area Assets, including potential trip hazards such as uneven sidewalks and pot holes, for preventative maintenance and escalate to Community Manager and vendors for repairs, as needed.
• Conduct exterior unit compliance inspections twice monthly. Initiate, escalate, and close owner violation notifications per schedule, following the Association’s policies.
• Manage Association and Amenity Access by following established Board approved procedures, including acceptance and transmittal of fees, and distribution of vehicle access stickers and amenity access cards to owners and residents, and updating of all in access software.
• Perform or assist with any operations as required to maintain workflow and scheduling demands. Notify Community Manager of unusual office equipment or operating issues, as well as the need for additional office materials and supplies.
• Ensure the policies, resolutions, and decisions of the Board are being carried out effectively and efficiently.
• Assist Community Manager with preparation of specifications needed for all services received by the Association (e.g., landscaping, sanitation, insurance, pool, etc.).
• Ensure all safety precautions are followed while performing work within the Association, as well as in the office.
• Frequently update and communicate with Community Manager, Maintenance Technician, and pertinent FirstService staff on all unresolved or escalated issues.
• Assist Community Manager with establishing an annual calendar with all Association activity.
• Assist Community Manager by publishing approved Minutes, Financials, and other Association documents to the company’s proprietary database.
• Attend Board meetings and Annual Meetings, when necessary.
• Attend meetings as required by Community Manager, Regional Leadership, or FirstService corporate office for ongoing training and education, and team building.
• Be knowledgeable of all Association Governing Documents, Rules and Regulations, along with the general legal requirements of a community association.

Knowledge & Skills

• Empathetic, engaging, and customer-centric problem-solving skills.
• Strong organizational and administrative skills.
• Excellent word processing, mathematic, and computer skills with proficiency in Microsoft Office.
• Practice and adhere to FirstService Residential Global Service Standards and Core Values.
• Conduct business always with the highest standards of personal, professional, and ethical conduct.

Education & Experience

• Bachelor’s Degree preferred OR two years of experience in property management and customer service.
• 2+ Years of customer service experience in high traffic environment with high success rate.

Physical Requirements & Working Environment

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.

• Standing, sitting, walking for extended periods of time may be required.
• Ability to safely lift up to 25-30 lbs. following appropriate safety procedures.
• Ability to work in office Monday through Friday, as we do not operate remotely.

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

FirstService Residential is an Equal Opportunity Employer. FirstService Residential does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business need.