Assistant General 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

The Assistant General Manager serves as a liaison between the General Manager, residents, delivery companies, contractors, and the general public. The Assistant General 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 General 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 General Manager must maintain ongoing communication with the General Manager by advising of complaints, suggestions, and requests and report any other important information regarding the operation of the property.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist General Manager in preparing property inspection reports, maintenance punch lists, and common area inspection reports. Prepare and follow-up work order requests with Chief Engineer.
• 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.
• Assist residents on a day-to-day basis by fielding questions and providing information.
• Assist General 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).
• 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.

Requirements

Knowledge, Skills and Abilities

• Ability to communicate orally and in writing with owners, residents, volunteer leaders, and contractors.
• Proficiency with Microsoft Word and Excel, use of Google Documents, and AdobeAcrobat(including the ability to convert electronic files to screen-readable PDF files
• 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.
• In the absence of the General Manager, the Assistant must have the ability to fulfill the Manager's duties.

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.