Assistant Community Manager / Assistant 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

Job Description

The Assistant Manager serves as a liaison between Community Manager, residents, delivery companies, contractors, and the general public. The Assistant Manager is responsible for general office duties, telephone traffic, office decorum, maintaining the office files, inspections of the property, greeting residents, and the general public. The Assistant Manager must be current on the status of all assignments and advise the Manager of appropriate preparations required to meet deadlines. The duties are clerical as well as administrative, and will vary from day to day. Duties will encompass a wide range of responsibilities that include, but are not limited to, those listed below. In addition, the Assistant Manager must maintain ongoing communication with the Community Manager by advising of complaints, suggestions, and requests and report any other important information regarding the operation of the property.

SUPERVISION AND GUIDANCE:

The Assistant Manager reports directly to the Community Manager who will evaluate the incumbent's performance and provide a formal annual written evaluation. The Assistant Manager must handle the tasks outlined herein in order to assist the Community Manager with daily property operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist Community Manager in preparing property inspection reports, maintenance punch lists, and common area inspection reports. Prepare and follow-up work order requests with Facilities Supervisor.
• Oversee and coordinate covenants enforcement activities. Inspect properties for violations and conduct follow-up inspections to confirm compliance. Enter pertinent information using C-3 computer program. Conduct Resale Inspections to be included in the Resale Disclosure package for the sale of homes.
• Coordinates all administrative functions, to include, but not limited to, facilities pass registration, Party Room rental and use by community members, committees, and sanctioned community events.
• Assist residents on a day-to-day basis by fielding questions and providing information.
• Assist Community Manager as needed with property inspections for services needed, prepare work lists, and schedule repairs when required/approved.
• Answer office telephone and directs calls to appropriate individuals.
• Attend Board meetings (as requested).
• Process all newsletters advertising income, community articles, and assist in writing articles.
• Update Association's webpage.
• Send weekly web-blasts to residents.
• Maintain documents and records in appropriate files and coordinate mailings and notice distribution as necessary, process all purchase orders, deposits, and check requests to ensure payments are made on a timely basis, type and photocopy documents and other materials as directed.
• Assist Committee Chairs as needed.
• Be familiar with the governing documents and Board policies and procedures.
• Perform other administrative, clerical, and management duties as requested.
• Such other duties as assigned.
• In the absence of the General Manager, the Assistant must have the ability to fulfill the Manager's duties.
  
  

Requirements

Qualifications

The Assistant Manager must display exceptional interpersonal skills, be able to communicate effectively both orally and in writing, and accurately and efficiently conduct office operations.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to communicate orally and in writing with owners, residents, volunteer leaders, and contractors.
• Ability to maintain a positive, cordial, businesslike relationship with all owners, residents, contractors and the general public.
• Ability to oversee contractors working on the property and inspect property for maintenance and repair needs.
• Ability to perform administrative tasks, work without supervision, and work cooperatively with other staff members.
• Ability to use word processing software, a personal computer, a printer and other standard office equipment and work in a safe manner.
• Willingness to attend education courses and seminars and to achieve and maintain designations associated with community association management..
  
  

Additional Information

All your information will be kept confidential according to EEO guidelines.

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.