Assistant Community Manager

Primarily responsible for assisting Community Manager(s) by providing effective customer service to designated communities/homeowners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&R’s) and management contracts.

Position Responsibilities:

• Conduct inspections of assigned communities, including common areas and lots, to ensure compliance with governing documents and management contracts.
• Provide customer service to homeowners via phone and email, addressing inquiries and concerns promptly.
• Utilize VMS for documentation of relevant homeowner conversations.
• Assist the Assigned Community Managers by composing correspondence, creating, and maintaining spreadsheets, and preparing reports.
• Assist Assigned Community Manager with arranging Board of Directors (BOD) meetings, including scheduling, notifications, preparation of meeting packets to include violation appeals and homeowner issues.
• Maintain consistent communication with vendors/contractors, report concerns to the Community Manager and assist in obtaining and reviewing bid proposals.
• Oversee the compliance appeals process and exterior modification (architectural) review process.
• Ensure compliance with city, state, and federal association management laws.
• Assist in maintaining accurate and current association records, including disclosure task reviews, financial documents, website updates, and BoardVue updates.
• Support the association’s monthly financial process / drafting variance reports for final review by manager / invoice coding as directed by Manager.
• Provide administrative support to assigned Community Managers and assist the Area Manager during Community Manager PTO or vacancies.
• Maintain deadlines for association and governing document requirements, as well as internal AAM initiatives.
• Order supplies for association as directed by the Community Manager or Area Manager.
• Perform other duties as assigned by management

Knowledge, Skills & Abilities:

• Strong computer software and internet proficiency.
• Excellent interpersonal skills: positive written and verbal communication abilities.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Proven customer service experience, with a strong emphasis on problem resolution.
• Ability to multitask and prepare and process large amounts of administrative and customer service items while being detail oriented.
• Ability to function efficiently in a high volume, fast-paced environment.
• Ability to interact and work positively and effectively with staff at all levels.
• Advanced communication skills (both verbally and written), and the ability to communicate with all levels of management, staff, residents and Boards of Directors.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.

Physical Demands & Work Environment:

• Sitting in an office setting utilizing a computer and other office equipment.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.
• Sitting and standing for moderate periods of time.
• Utilizing personal automobile for commuting to and from assigned communities.
• Walking and/or driving communities to inspect common areas per management contract.

Qualifications Behaviors Preferred Team Player: Works well as a member of a group Dedicated: Devoted to a task or purpose with loyalty or integrity Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well Education Required High School or better. Experience Required High school diploma or GED and three (3) years of full time, paid professional experience working in administrative/customer service role supporting management staff and/or project management. Valid driver’s license and reliable transportation. Preferred High school diploma or GED and two (2) years of full time, paid professional experience working with the HOA/apartment management industry supporting a Community/Property Manager and residents. Equal Opportunity Employer
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