JOB SUMMARY:

Association management company seeks team member for the role of Community Specialist. This position plays a critical role in delivering exceptional service to the clients we manage.

Qualified candidates have strong customer service skills, are organized, work well in a team setting and have the ability to learn from experience. The Community Specialist must comply with the established policies and procedures.

SCOPE:

The Community Specialist reports directly to the Senior Community Specialist, while taking direction and performing tasks as requested by their assigned Community Manager, Director of Community Management and Vice President, as well as periodic requests from other executive staff members. This position is responsible for providing support to managers in the assigned portfolio. This includes, but is not limited to, communications (oral and written), generating documents and organizing electronic records.

RESPONSIBILITES:

Board Member & Homeowner Correspondence

• Responding to homeowner inquiries via telephone, action items, email, or other
• Updating homeowner account notes
• Sending and tracking violation letters through Vantaca
• Review and organize architectural requests
• Organizing and sending community newsletters
• Creating and tracking maintenance work orders through Vantaca
• Backup Customer Service Representative phone queue as necessary

General Support to Community Managers

• Assist Community Managers in all functions
• Periodically attend association meetings if/when requested
• Track insurance renewals and bids through Vantaca
• Scanning and electronic filing of documents
• Perform community standards tours as scheduled with manager
  • Driving record will be reviewed
• Organize bids, contracts and other community documents
• Coordinate special mailings
• Assist in vendor management tasks
• Entry System Management (pool fobs and gate)
• Maintain multiple amenity reservations as applicable to the communities.

KNOWLEDGE, SKILLS & ABILITIES:

Knowledge:

The position requires knowledge in the following areas:

• Understanding of Microsoft products
• Ability to maintain a high level of accuracy and organization dealing with homeowner accounts and correspondence

Skills:

The incumbent must possess the following skills:

• Excellent interpersonal skills
• Analytical and problem-solving skills
• Effective verbal, written, and listening communication skills
• Very effective organizational skills
• Computer skills including the ability to proficiently operate spreadsheets, relational databases, word processing programs, and e-mail as well as type a minimum of 45 wpm

Personal Attributes:

The incumbent must also demonstrate the following personal attributes:

• Be honest, trustworthy and respectful
• Be flexible and adaptable
• Demonstrate sound work ethics
• Pleasant demeanor
• Good sense of humor
• Good personal hygiene

EDUCATION & WORK EXPERIENCE QUALIFICATIONS:

Physical Demands:

The Community Specialist may spend long hours sitting/standing and using office equipment and computers but may also require walking community site visits. This position also requires some lifting of supplies and materials from time to time.

Environmental Conditions:

This position is located in a busy, open area office. The incumbent will be faced with interruptions and must meet with others on a regular basis.

Mental Demands:

There are a number of deadlines associated with this position, which may cause stress. The incumbent must deal with a wide variety of people on various issues.