Community Manager Assistant

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 Community Manager Assistant is an opportunity to move into the homeowner association management field. You will be responsible for providing the overall supervision of a community association. The Community Manager Assistant interacts with internal and external customers including homeowners, vendors, board members and committee members, as well as staff at the Associa Client Shared Service Center (CSSC) and within the branch office.

 

Duties include but are not limited to:

 

 Field and respond promptly to the majority of homeowner inquiries via phone, e-mail, work order, letter, and/or in person.

 

 Interact with vendors and assist with addressing emergency requests as necessary

 

 Update notes within homeowner accounts in C3 (Complete Control of Communities) of all

 

conversations/correspondence with homeowner.

 

 Assist in preparing agendas, update management reports, and compile documents and copies for Board meeting packages.

 

 Prepare newsletters, flyers, and other various documents to inform homeowners of

 

maintenance service or projects, activities, meetings, etc.

 

 Assist in preparing annual disclosure packages, annual meeting notifications, and annual

 

financial statement packages for all homeowners and arrange bulk mailing of same within the time frames set by state statute or governing documents.

 

 Assist lead Community Manager in monitoring corporate and client delinquency rates and

 

collections process for account portfolio.

 

 Maintain property files and unit files.

 

 Assist lead Community Manager with processing new homeowner welcome packets, if

 

applicable.

 

 Assist lead Community Manager with issuing of key fobs, pool passes and processing access keys.

 

 Assist lead Community Manager with ARB (Architectural Review Board) application processing and perform on-site community inspections as necessary.

 

 Assist lead Community Manager with requests for proposals, repair quotes, insurance

 

notification lists.

 

 Assist lead Community Manager with update of property fact sheets in C3.

 

Assist lead Community Manager in preparing homeowner CC&R violation letter and

 

communicate results of hearings to homeowners within the time frames set by state statues or

 

governing documents as needed.

 

 Assist homeowners with Associa corporate programs (website, portals, etc.) in accordance with

 

lead Community Manager direction, client enrollment, and local office protocol.

 

 Participate in Associa training including Associa University webinars, etc.

 

 While the list above is an extensive list of job responsibilities, it is expected that the individual in this position is hands on and flexible in performing, assisting, and/or supervising any necessary task that is requested by our client and/or the management agent.

 

 Other duties as assigned.

 

Benefits Summary:

 

• World-Class Training
• Additional Income Opportunities
• CAI (Community Association Industry) Course/Designation Assistance
• Paid Time Off/Holidays
• Comprehensive Medical Benefits
• Wellness Incentives

 

Compensation: $$27 - $30/hour; direct experience highly considered.

 

Requirements

 

Duties include but not limited to:

 

• Supervise the operation and administration of the Association in accordance with management agreement and the Association's policies and procedures.
• Acts as or oversee the primary liaison with the Association Board of Directors and homeowners as needed.
• Perform/Direct administrative and management duties as requested by the Board of Directors and in accordance with the management agreement.
• Ensure Associa community management tools are being effectively developed and utilized such as annual calendar, action item list, resolution worksheets, timed agendas, RFP matrixes, committee charters, procurement procedures, FY operating budget, etc.
• Review monthly financial reports and ensure management summary is submitted to the association Board of Directors.
• Provide and/or oversee recommendations to the Association Board of Directors and committees regarding major capital expenditures as required to maintain the desired community appearance and operation.
• Monitor corporate and client delinquency rates and collections process for account portfolio.
• Attend Board meetings per the management agreement and community events as needed.
• Prepare Board packages according to established time frames.
• Ensure Board of Directors is aware of legal actions involving the Association.
• Maintain unit and contract files relating to the operations of the Association.
• Assist Board of Directors/ARB with architectural review process and/or routine inspections as necessary.
• Responsible for maintenance of C3 data base, including updating resident information.
• Coordinate and/or oversee inspection of building facilities and/or common area and arrange appropriate follow up actions as required.
• Oversee the AP process in accordance with Associa home office processes and procedures.
• Other duties as assigned.

 

Knowledge and Skills

 

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of communities/property/real estate and homeowners associations.
• Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Knowledge of conflict resolution techniques at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.

 

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.