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 Onsite Community Manager Assistant is responsible for the day-to-day operations of the community, ensuring smooth and efficient management of the community while providing exceptional customer service to homeowners. This role requires a customer-facing presence, conducting community inspections to ensure compliance with governing documents. The ideal candidate will possess a service- oriented and friendly attitude, engaging with homeowners both in person and through other communication channels to address inquiries and resolve issues promptly. Additionally, the Onsite Community Manager Assistant will communicate with the community on ongoing projects and coordinate services with vendors to ensure timely and effective completion of tasks.

Essential Duties And Responsibilities

• Act as the first point of contact for customers visiting the office, by phone and email.
• Use conflict resolution techniques to resolve customer issues.
• Must be responsive, able to handle strong personalities while maintaining a professional demeanor.
• The ability to manage the day-to-day operations of the community independently.
• Coordinate with customers to resolve any billing inquiries.
• Act as the first point of contact for customers seeking help with web portal access, payment options,
  
  

architectural applications, document requests, violation reporting, violation responses and or

technical issues. Provide troubleshooting and technical assistance to customers.

• Assess the customer's needs and translate them into solutions.
• Update homeowner and association information in Caliber, N drive, and community admin sheet.
• Conduct community inspections using mobile app documenting conditions and maintenance needs
  
  

of the community and photograph any compliance issues.

• Track and disseminate violation letters for the enforcement process per the community governing
  
  

documents from the manager, board, and site inspector. Organize hearing notices in advance of

scheduled meeting dates with copies provided to the manager. For meetings with several hearing

notices, provide a report of the units called to a hearing to the manager prior to the meeting. Send

hearing result letters and submit fine requests to the accounting cc manager.

• Responsible for saving and archiving all association files (past and present) which includes bids, contracts, owner file information, insurance documents, etc.
• Create and follow up on all work orders, utilize vetted HOA vendors, and communicate to obtain a schedule or date of visit to make repairs. Request insurance and a W-9 form is required. Provide vendors invoice submission directions. Enter all work orders into Caliber and close upon completion.
• Request that an action list from the manager be provided after board meetings to understand the tasks required and when they are due.
• Prepare and update violation report, maintenance report and assigned action item updates to
  
  

manager at least seven days before manager’s board meeting.

Process print jobs, mailing requests, scanning, and faxing as general office support when needed

• Work closely with the maintenance team to delegate and assist documenting the completion of
  
  

punch list items.

• Light housekeeping of office to maintain cleanliness.
• Additional duties as required by the General Manager for the betterment of the community.
• Assist customers with key and remote request.
  
  

Requirements

Spanish Speaking preferred.

• Other duties as assigned.
• Ability to interpret verbal and/or written instructions at a proficient level.
• Proficiency in Adobe & Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• General understanding of accounting ledgers to assist with homeowner inquires.
• Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.
• Ability to self-motivate, be proactive, be detail-oriented, and successfully function as part of a team.
• Ability to keep workspaces organized and maintained. Alerts Community Manager of low supplies
  
  

and assists in supply stocking and distribution.

• Partner with multiple stakeholders, for example, community managers, vendors, peers, and clients.
• Knowledge of company policies, procedures, and forms.
• Must be able to prioritize, manage time, and meet deadlines.
• Must be able to work effectively with others in person and in a group setting.
• Must be able to communicate effectively and professionally on the phone, by email, and in person.
• Must be able to operate general office equipment (copier, fax, phone systems, etc.).
• Professional customer service skills
• Basic knowledge of maintenance and landscaping issues and can provide detailed information to maintenance, contractor, and vendors.
• High School Diploma or GED Required
• At least one year of directly related or closely related experience.
  
  

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.