Property 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 responsible for providing administrative support to their assigned Community Association Managers (CAMs). Must have the ability to effectively communicate via phone and email ensure all administrative duties are completed accurately and delivered with high quality and in a timely manner.

 

Duties include but are not limited to:

 

• Correspondence: Send Email blasts, post TownSq notices, and faxes per CAM request
• File association correspondence into vault and F drive per CAM request
• Board meetings: Send Board Meeting packets, and vault per CAM request, Conduct Board Meeting Quorum calls per CAM request, Order Pizza or Subway Sandwiches for Board Meetings per CAM request
• Mailouts: Complete all mailouts per CAM request (printing, stuffing, posting) Utilize USPS, Certified, FedEx, or UPS per CAM direction
• Monthly Financials: Extract monthly financials from vault, create long, short, and watermarked versions, File to F drive, post to TownSq, Print, Mail and or Email per CAM request
• Written consents: Enter into the annual meeting program (AMP), Upon receipt of letters and written consent forms from CAM, complete mailout to owners, Receive and track returned consent forms
• Annual budget: Assemble completed budget from Accounting, Save, print, and mail to homeowners and upload watermarked version to TownSq, Save Budget Short & Reserve Short to Community Archives, Vault Budget Long, Budget Short, Reserve Long & Reserve Short, Upload watermarked Budget Long to TownSq for Board
• Annual Meetings: Receive AA Notice from CAMs, Prepare informal (75-day notice), Prepare formal (45-day notice) packet, AMP file, and folder preparation for each annual meeting, Receive and track all proxies, providing quorum counts to CAM, Attend Annual Meetings as scheduled, to register owners, and tally all votes (Need driver’s license and vehicle), Scan Certificate of election and voting certificate to vault and F drive, Process charges to AOAO, CAM to notify CMA when minutes are filed in F drive (within 16 business hours), Update Board Roster, send copy via email to CAM, and vault, Send audit to owners who requested via proxy
• Board Rosters: Receive all interim changes to Board Roster from CAM, update in C3, and send via email to CAM
• Condominium Association Biennial Registration: Process every odd year for assigned CAM’s properties

 

Requirements

 

• Knowledge of general office equipment (copier, fax, phone systems, etc.).
• Knowledge of Microsoft Outlook, Word, and Excel
• Ability to learn and utilize proprietary systems quickly and efficiently
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.
• High School diploma or GED Required
• Associates Degree Preferred
• 0 – 3 years of directly related or closely related experience
• Drivers license required

 

PHYSICAL DEMANDS

 

The physical demands described here are representative of those that must be met by an employee

 

to successfully perform the essential functions of this job. Reasonable accommodations may be made

 

to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to stand and to reach

 

above shoulders with hands and arms in order to file a variety of documents; use hands and fingers

 

to input data to information system; and talk or hear in order to gather and provide information on

 

departmental processes. The employee is often required to sit in order to process information and

 

conduct data entry activities.

 

ENVIRONMENTAL DEMANDS

 

Work is performed in a climate-controlled office without exposure to adverse environmental

 

conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise

 

extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or

 

pathogenic substances.

 

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.