On-Site Community Association Administrator 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: Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.

Responsibilities and Duties:

Association

Communicates with incoming homeowners, guests and vendors. Answers all incoming calls and emails. 
Meets with new owners an renters, provides welcome packets and conducts brief orientation. Sets-up trash, recycling and new cable/internet services. Sends all new resident information to the Welcome Committee and Security Supervisor. 
Maintains and updates homeowner files in C3 Accounting Software, Gate Access System Software, and hard copy on-site files. 
Provides information by answering homeowner questions relating to the Community and its’ Governing Documents (CC&R’s or Master Deed and ARB Guidelines) and escalates questions that require attention from management. 
Communicates with vendors and notifies management of any potential conflicts or delays. 
Maintains homeowner violations in C3 Accounting Software, prepares violation letters and coordinates with the accounting department on assessing fines to homeowner accounts. 
Coordinates with Manager on daily tasks and scheduling of meetings. 
Assists the Manager in preparing for Board Meetings. 
Assists the Manager in preparing for and attends Association annual owners’ meeting. 
Maintains and updates documents and accounts on the Community website, replies to inquiries and sends community announcements. 
Manages and processes payment for amenities and equipment reservations and maintains the Community calendar. 
Sends property inspections and non-compliance notices to owners. Responds to owner questions. 
Handles reimbursement requests from Board, Authorized committee members, and on-site staff. 
Collects and formats information to produce community directory. 
Drafts correspondence to owners, vendors and Board Members, ARB Members. 
Is the direct report for Maintenance Supervisor and Dock Master when/where applicable in the absence of the Community Association Manager. 
Has direct communication and oversight of vendors specifically associated with clubhouse/office functionality i.e., HVAC, Janitorial, Pest Control, Fire Protection, Fitness Equipment, Phone/Internet Systems, etc. 
Maintains inventory and replenishment of maintenance, kitchen, janitorial, first aid and office supplies for clubhouse, guardhouse and marina. 
Represents the company and communities by maintaining a professional and positive appearance and demeanor while working. 
Contributes to team effort by accomplishing related results as needed and communicating and coordinating with staff members. 
Other duties as assigned by management. 

Architectural Review Board

Prepares for and attends Architectural Review Board meetings; prepares minutes and maintains project spreadsheet detailing status of all ARB applications. 
Ensures incoming ARB applications have proper documentation and assigns. 
Communicates with the ARB on meeting scheduling and provides any requested documentation. 
Prepares and sends notices of ARB decisions to property owners. Responds to owner questions. 
Assists new ARB members with procedural information and community rules. 
Maintains and updates ARB Guidelines and handbooks. 
Processes ARB compliance/construction deposits and refunds. 
Maintains Contractor List and gate access for New Home Construction and Major Remodels. 
Other duties as assigned by management. 

Marina

Reviews all contracts to ensure completion and proper documentation. Maintains contracts and other pertinent documents in a hard file system. 
Maintains boat registration information and insurance records. 
Creates new and updates existing marina accounts in C3, sets up proper billing charges and payment information. 
Maintains marina accounts in C3 Accounting Software. Communicates with the accounting department regarding billing updates, delinquencies, cancellations, renewals, rate changes and violations. 
Communicates daily with the Dock Master or Community Association Manager for slip changes and billing updates. 
Processes monthly billing statements and monitors for accuracy; receives and processes check and credit card payments. Maintains monthly credit card payment reports and provides billing documentation to accounting department for monthly financial statements and delinquencies. 
Coordinates overnight parking and payments. 
Enforces collection policy and reports to management on collection issues. 
Direct Report for Dock Master for all administrative account matters. 

Other duties as assigned by management

Requirements

Requirements:

Knowledge of Microsoft Office products (Word, Excel, Outlook,) at a proficient level. 
Professional customer service skills. 
Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, et) at a proficient level. 
Ability to interpret verbal and/or written instructions at a proficient level. 
Ability to self-motivate, be proactive, detail oriented and successfully function as part of a team. 
Ability to keep workspaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution. 
Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities. 
Knowledge of company policies, procedures, and forms. 
Must be able to work effectively with others in person and in group setting
Must be able to prioritize, manage time, and meet deadlines. 
Must be able to interpret verbal and/or written instructions at a proficient level. 
Must be able to communicate effectively and professionally on phone, email, and in-person. 
Must be able to operate general office equipment (copier, fax, phone systems, etc.). 
Must be able to pass a background screening and drug test. 
Reliable transportation and a valid SC driver's license required

Physical Requirements:

Must be able to sit (for long periods of time), stand (for long periods of time), walk, kneel, reach with hands and arms, stoop, crawl, talk, hear, push, pull, grasp, use hands and fingers, have clear vision and lift up to 25 pounds.

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.