Community Assistant

About Us: City Property Management ( http://www.cityproperty.com ) is an Arizona born and raised company that is a leader in full-service HOA management with innovative technology and a stellar team to match. With more than 40 years in the business and over 150 full time employees, we pride ourselves on providing the best HOA management experience possible. We work hard for the communities we serve and it shows. With paid training and a supportive team environment, you can have confidence that your investment with us is more than a job, it is a career.

Mission: The mission of City Property Management is to provide the best experience in community management.

Our Core Values

Professionalism

Engagement

Knowledge

Humility

Client Centric

Trust

Flexibility

Teamwork

Diligent

Fun, Fair & Respectful

We are seeking a collaborative and detail oriented Community Assistant to join our team. Community Assistants provide strong administrative support to our management team and assist homeowners with community concerns. The position includes direct contact with homeowners and our clients so the ideal candidate enjoys a fast paced, highly collaborative environment with strong customer service skills.

Duties And Responsibilities

• Provide excellent customer service to all clients and visitors.
• Process and maintain parking spaces and information.
• Enter data for emergency contact forms, pet registration forms, vehicle registration, etc.
• Electronically file homeowner correspondence, vendor reports, etc.
• Process work orders upon request.
• Follow up with vendors on incomplete work orders over 14 days.
• Follow up with vendors on non-retrieved work orders within 3 days.
• Follow up with vendors on pending bid requests within 3 days upon request.
• Process homeowner-submitted maintenance requests within 48 hours, following the manager’s direction.
• Process purchase orders within 48 hours upon request.
• Process and coordinate homeowner hearing requests within 72 hours.
• Process and mail hearing response fine waiver letters within 48 hours of receiving meeting minutes/action items.
• Process and mail hearing response late fee waiver letters within 48 hours of receiving meeting minutes/action items.
• File and post minutes upon direction from the community manager within 24 hours of receipt.
• Check the manager’s mail daily, scan, and send to the manager, and file as necessary.
• Book and confirm meeting rooms, including processing paperwork, insurance, and payment requirements, within 48 hours.
• Review action items daily and ensure their completion by the due date.
• Create a phone log for all incoming calls and voicemails, return calls within 24 hours, and resolve phone log issues.
• Answer calls and provide responses to FAQs.
• Answer calls related to maintenance and safety concerns and inform the manager.
• Answer calls and provide basic architectural and violation information to homeowners.
• Assist with fee schedule, lender site, and app questions via phone or email.
• Forward architectural and violation calls to the manager as needed.
• Provide portal login assistance and troubleshooting to homeowners and board members.
• Assist the community manager and outbound communication coordinator with e-blast/mailer content submissions.
• Post requested information and documents on portals, monitor monthly for up-to-date minutes, etc.
• Input homeowner portal survey information within 72 hours, and monitor and report results weekly.
• Process and coordinate community amenity reservations within 24 hours, and arrange access prior to the reservation.
• Print copies, documents, agendas, and board packages upon request.
• Track and monitor homeowner insurance as required by the association, meeting with the team for setup.
• Update appointed board of directors and committee members, advising Valerie immediately once completed.
• Post meeting agendas on the homeowner portal as requested.
• Post special, town hall, and committee meeting notices as requested.
• Assist with walk-in homeowner questions.
• Process check reimbursements for homeowners and board members to the accountant.
• Assist with vendor termination letters and mail them by regular/certified mail.
• Provide customer care phone coverage every Wednesday and as needed.
• Update on-call sheets.
• Create and monitor association notes as directed by the manager.
• Handle insurance mailers, including the 30-day annual insurance letter/certification and the 1-day insurance claim notification letter.
  
  

Skills

• Previous administrative experience
• Dedicated to providing a client centric experience
• Excellent written and verbal skills
• Engagement and teamwork
• Ability to work solo and meet deadlines
• Organized and ability to multi-task
• Ability to memorize important job information
• Computer and information system skills
  
  

Perks & Benefits

• Pay is flexible and dependent on experience.
• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Employee referral program
  
  

Pay

• $20 - $22 / hour