Onsite Assistant Community Association Manager (CSCO2022-4733)

Company Overview

 

Hammersmith is a division of RealManage. RealManage is a national Inc. 5000 firm that delivers a wide range of services to homeowners’ associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities. RealManage also serves nationally recognized developer/builder clients.

 

As one of the largest (#3 out of 5,000+ firms) and fastest-growing companies in the community management industry, RealManage also competes in the broader Property Technology space. The company is a tech-enabled, high-growth firm with 1500+ team members that operates in 19 states, serving 2500 community associations and over 500,000 homeowners. The company has experienced strong growth, both organically and via the acquisition of competitors. The RealManage mission is to provide comprehensive and innovative solutions; exceed the expectations of our customers; provide visibility and transparency in all that we do for our clients who place their trust in us; measure our performance and improve at the fastest rate possible; create a work environment that encourages professionalism, growth, and diversity; and grow a financially strong organization which will enable us to provide industry-leading innovations apart from our competition.

 

RealManage / Hammersmith is a values-based company with the following values as our guiding principles

 

• Integrity we always do the right thing.
• Respect for our customers, team members, and company; mutual respect is the cornerstone for every RealManage relationship.
• Selflessness more than teamwork; we are part of something special and much larger than any of us.
• Personal Relationships we are a professional services company; people do business with people they like.
• Always Improving never satisfied, always learning and always growing; one is either getting worse or getting better...never staying the same. At RealManage / Hammersmith, we are always getting better.

 

Summary

 

Assists and supports the Community Manager in residential homeowners’ association for clients by performing the following duties personally or through supervision of subordinates and/or vendors as stated in Exhibit C of the management contract. Responsible for daily operations of property and management of vendors as needed. Candidates will have experience in maintenance, customer service, and computer software skills.

 

General Purpose of Job

 

The position of the Pine Creek Village Assistant Manager is to assist the Community Manager in the management and oversight of the property. The Pine Creek Village Assistant Manager is responsible for carrying out departmental initiatives, supporting the Community Manager, and managing the daily operations of the Homeowners Association through the direction and leadership of the Community Manager.

 

The Assistant Manager carries the responsibility of administration, property operations, providing superior resident service. The Assistant Manager ensures that all vendors working at the site are protecting the association’s assets and the residents by delivering excellent service, carrying out the commitments of the management company.

 

Other duties include supporting, assisting, and communicating with the Community Association’s Board of Directors in the operation and management of the community including educating Board members and owners, building community compliance/harmony and promoting the general welfare of the community.

 

Essential Duties and Responsibilities include the following (other duties may be assigned)

 

• Acquires a working knowledge of information of Pine Creek Village Rules and Regulations, By Laws, Declaration and Standard Operating Procedures.
• Performs weekly on-site property inspections for homeowner violations, compiling action lists, sending violation notices and following up on violations as required in the appropriate timeframe.
• Performs on-site inspections of vendor actions ensuring successful completion prior to payments to vendors.
• Identifies maintenance-related issues and reports findings to the Community Manager, and documents maintenance-related issues in Vantaca. Careful attention to following up and executing failures in compliance related to association’s governing documents.
• Documents and reports any loss or damage of any nature occurring on the property to the Community Manager with a full understanding of how to handle emergencies when they arise.
• Provides ongoing support and communication with homeowner calls and emails.
• Collates and maintains homeowner database, including any Board approved waivers, every six-months. Database includes all methods of communication provided by the homeowners, and includes whether property is rented with methods to contact both renter and rentee (homeowner).
• Assists the Community Manager with meeting notice distribution; collect, collate and proxy management for annual/special meetings; sign-in of attending homeowners and guest speakers prior to meetings; and publishes meeting minutes on web-sites for the Association.
• Advises Community Manager regarding changes that should be made to maintenance, upkeep, or reconditioning of property as specified in management services; responsible for implementing these changes if directed, in a timely manner.
• Assists with the process of receiving, filing, responding to, and closing Modification Committee Design Review Requests (DRRs).
• Carries out decisions and actions of the Community Manager and Board of Directors.
• Issues a weekly report of activities performed for Pine Creek Village for the Community Manager review.
• Attends association board meetings and needed Committee meetings, and plans and facilitates each, including the Annual Members Meeting, in tandem with the Community Manager.
• Attends association special neighborhood meetings and plans and facilitates each, in tandem with the Community Manager.
• Provides necessary support, as directed by the Community Manager, for the special neighborhoods.
• Maintains a calendar for all periodic duties (daily, weekly, monthly, annually) and a follow-up file to ensure they are accomplished.
• Follows Pine Creek Village Standard Operating Procedures and property policies.
• Plus other work relaated tasks as needed

 

Competency To perform the job successfully, an individual should demonstrate the following competencies

 

• Analytical – Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data.
• Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in a group problem solving situations; Uses reason even when dealing with emotional topics.
• Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Customer Service – Manages difficult or emotional customer service situations; Responds promptly to customer service needs and involve Community Manager’s assistance when necessary.
• Oral Communication – Speaks clearly and persuasively in positive or negative situations. Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication – Writes clearly and informatively; Varies writing style to meet needs; Presents numerical data effectively; Able to read and comprehend written information.
• Teamwork – Exhibits objectivity and openness to others views; Gives and welcomes feedback. Participate in company meetings with feedback and solutions as it effects the department and in conjunction with assignments from Directors.
• Initiative – Act as a self-starter, be proactive, take action to get things done and achieve goals.
• Ethics – Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; sets goals and objectives.
• Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Exhibit professional behavior and flexibility to changes in work demands, duties, procedures and function.

 

Performance Standards & Quality

 

• Accurate, Timely and Completed Meeting minutes and Action Items
• Accurate and Timely Owner Notices and Mailings
• Understanding of Community Financials
• Accurate and Timely Invoices and Coding
• Accurate and Up to Date Legal Review
• Accurate and Timely Annual Budget Preparation and Presentation
• Inspections and Violations are completed, reviewed, escalated and closed
• Accurate and On-Going Updates to Vantaca.
• Responsiveness to Support Departments and Team Members
• Clear and Timely Communication with Board Members and Homeowners. Logging of all calls and correspondence in Vantaca.
• Deadlines are Met and Request for Information are Delivered
• Client Retention is supported
• Ensuring services and contracts don’t lapse
• Performance Standards are met
• Clear and timely communication with both internal and external clients
• Meet deadlines

 

Qualifications

 

• High school diploma or GED required. Associate degree preferred.
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
• Excellent computer proficiency (MS Office – Word, Excel and Power Point).
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.

 

Benefits Summary

 

Health / Dental / Vision Insurance / Life / Disability / 401 (k) Program

 

Pay $18.00 to $21.50 hour BOE