The Role
Provides administrative and clerical support to community managers overseeing multiple properties. Responsibilities include homeowner communication, document and file management, architectural review processing, mail handling, accounts payable, report creation, website assistance, meeting notifications, inspections, and coordination with vendors, boards, and internal departments. The role serves as a primary office contact for homeowners and requires timely issue resolution, accurate recordkeeping, professional communication, and proficiency with Microsoft Office.
Summary Generated by Built In
Job Summary & Responsibilities
Assistant Community Manager
Job Summary:
An Assistant Community Manager is responsible for providing clerical and administrative support to the lead Community Manager(s). The Assistant Community Manager is the liaison to the lead Community Manager(s) and homeowners primarily, but will also occasionally interact with vendors, board members, and committee members, as well as staff at the Associa Client SharedService Center (CSSC) and within the branch office in Austin, TX.
Duties include, but are not limited to:
- Complete digital and physical administrative tasks for multiple properties. These include, but are not limited to, the preparation of governing documents, the Architectural Review Board (ARB) application processing, receiving and sorting incoming mail/packages to record, dispatch, and distribute to the correct recipient.
- Address inquiries and resolve concerns with homeowners, management, and vendors within 24 hours.
- Assist owners with the Association website for access to rules, governing documents, minutes of meetings, community project communication, and newsletter distribution.
- Maintain, update, and organize property unit files within the designated portfolio.
- Process mail and other forms as they arrive at the office. Responsible for sending out paychecks bi-weekly.
- Act as the first point of contact for homeowners when visiting the office.
- Assist lead Community Manager with on-site community inspections as necessary, drafting hearing letters, researching repair quotes, work order updates, and annual meeting notifications.
- Assist lead Community Manager with bulk mailing, financial statements, and communicate results of hearings to owners within the time frames set by state statutes or governing documents as needed.
- Process account payables to include proper coding, facilitate and process recurring/auto-payments, research past due bills, check requests, and obtain signatures.
- Create reports (landscape, emergency work orders, delinquencies, violations) out of the management software and mailing system.
- Work cross-functionally with other departments, communities, and Associa's specific communication portals to ensure payments, flyers, and/or newsletters are properly posted.
- Engage in Associa training, including Associa University webinars, vendor-hosted virtual Power Hours, and company incentive contest programs that embody the Mission and Values of the company.
- Other duties as assigned.
Compensation:
$19.00 per hour; direct experience highly considered.
Preferred Qualifications- Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
- Knowledge of communities/property/real estate, and homeowners' associations.
- Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.
- Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
- Knowledge of conflict resolution techniques at a proficient level.
- Professional communication skills (phone, interpersonal, written, verbal, etc.).
- Professional customer service skills.
- Self-motivated, proactive, detail-oriented, and a team player.
- Time management and time-critical prioritization skills.
Skills Required
- Proficient knowledge of Microsoft Office products, including Word, Excel, and Outlook
- Knowledge of communities, property management, real estate, and homeowners' associations
- Knowledge of association board and Community Association Manager responsibilities and homeowner interactions
- Proficient knowledge of business correspondence, including grammar, structure, punctuation, and spelling
- Proficient knowledge of conflict resolution techniques
- Professional phone, interpersonal, written, and verbal communication skills
- Professional customer service skills
- Self-motivated, proactive, detail-oriented, and collaborative approach
- Time management and time-critical prioritization skills
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The Company
What We Do
With more than 200 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 10,000+ 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.
