Assistant Community Manager

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

We are looking for an part-time Community Manager to be on-site for one of our Condo Communities.

Summary of role: The Assistant Community Manageris the first line of contact between the Board, Committees, Residents, clubs, and the Management Company. He/she will consult routinely and openly with the Board and will seek input and advice from the Portfolio Manager in the performance of his/her duties.

Hours are 20 hours per week.

RESPONSIBILITIES:

Outlined below are some of the job responsibilities. the list is not all-inclusive, and the job description is subject to change anytime.

Community/Administrative Management

• Distribute new owner information materials.
• Act as a liaison between trustees, committees, clubs, residents, and vendors.
• Communicate via phone/email with appropriate parties regarding property maintenance activities and planned projects.
• Monitor adherence to the rules and regulations of the community. Manage documentation of reported violations. Issue violation letters when appropriate.Follow up on compliance and manage violation policy as needed.
• Create and distribute community notices and mailings.
• Maintain resident files and vendor contacts, and keep them current.
• Maintain contracts calendar. Alert appropriate parties for upcoming renewals and manage process, as directed.
• Respond to questions from owners and residents in a timely fact-based fashion. Act as a response broker where necessary. Maintain neutrality in all communications.
• Maintain online portal. Post minutes, agenda’s, contracts, financial statements, maintenance agreements, etc. Post most current documents and file older documents in history file by year in chronological order.
• Maintain and post clubhouse schedule for use of rooms by clubs/committees and private functions.
• Provide administration for the Architectural Review Process.
• Assist portfolio manager in the preparation of materials for the monthly board meeting.
• Maintain accurate metric weekly of emails, phone call, walk ins and scheduled appointments. Including vendor interactions.
• Work closely with Board liaisons before responding to Unit owners on issues related to liaisons’ areas.
• Complete special projects in timely manner.
  
  

Facilities Management

• Schedule and meet vendors to provide proposals and/or perform repairs.
• Ensure project completion with proper follow-up to Residents, Portfolio Manager, and Trustees.
• Manage maintenance request (work order) system. Create work orders for common elements maintenance as needed; schedule and oversee maintenance activities and schedule work orders with maintenance staff and vendors.
• Perform regular site inspections of the property, creating work orders or violation notices where appropriate
  
  

Requirements

Qualifications and Skills:

• Good knowledge of Microsoft Office and ability to learn our web-based property management software.
• Solid verbal and written communication skills
• Able to multi-task and prioritize efficiently.
• Professional demeanor, approachable attitude, excellent listening skills, and desire to be of assistance.
• A can-do attitude with a sincere commitment to the position
• A focus and appreciation for client satisfaction
• Ability and desire to learn
  
  

5 days per week with somewhat flexible time requirements. Must be able to walk the property, including flights of stairs in order to complete inspections.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.