Overview

Gates Hudson Community Management, at the Board’s direction, effectively manages the property. The Managing Agent will assume all responsibilities associated with accomplishing property objectives as set forth by the Association’s Board of Directors and GHCM’s Management Agreement. The ASSISTANT COMMUNITY MANAGER is to assist the Community Manager in managing the property. In the Community Manager’s absence, the ASSISTANT COMMUNITY MANAGER will assume all responsibilities associated with accomplishing property objectives as set forth by the Portfolio Manager and the Board of Directors.

The ASSISTANT COMMUNITY MANAGER conducts all business in accordance with the Association’s governing documents and GHCM’s established policies and procedures, all Federal, State, and County Fair Housing Laws, American with Disabilities Act, and all other laws pertaining to housing.

Responsibilities

Administrative

• Meet all reporting deadlines and maintain an activity calendar to ensure that tasks are
• Maintain all office files and records in accordance with GHCM’s policy and standard business practice.
• Review mail, outside correspondence and inter-company correspondence.
• Provide clerical assistance such as typing, filing, writing of reports, answering telephones, closing out daily reports, etc.
• Board Meeting Attendance as required per Management Agreement.
• Draft the occasional request for proposals from contractors on an as needed basis.
• Submit weekly reports and an updated task list to the Board of Directors.
• Perform any additional duties assigned.

Financial

• Ensure routine expenditures are consistent with the Association’s owner approved budget.
• Control purchases and utilize the approved vendor lists.
• Assist the Community Manager with forecasting large expenditures and facilitating communication among GHCM and the Association to ensure proper asset management.
• Process property invoices in accordance with established GHCM’s policy.
• Maintain records for all transactions conducted on-site.

Personnel

• Assist the Community Manager in preparing the office work schedule for the maintenance staff, front desk staff and other staff as applicable.
• Prepare and maintain payroll records and documentation.

Property Maintenance

• Perform regular building and ground inspections and provide written reports; prepare and dispatch repair orders as necessary; ensure consistent, positive curb appeal.
• Assist the Community Manager with supervising contractors to ensure compliance with contract specifications. 
• Inspect and test safety and/or access control equipment, including adding contact information and deleting lost or stolen devices.
• Assist the Community Manager in developing a long term plan to manage facilities and equipment, utilizing a maintenance calendar, 5 year budget and/or approved reserve study.

Qualifications

• Must have a strong background in customer service
• Must have excellent written and verbal communications skills.
• Certified Manager of Community Associations (CMCA) designation from the Community Association Institute (CAI) is preferred.
• A college degree is preferred. High School Diploma required.
• A driver’s license may be required.
• Maintain full working knowledge of all GHCM operating policies and procedures
• Intermediate or advanced knowledge of Microsoft Office products, specifically Outlook, Word and Excel.
• Maintain full working knowledge of the 3rd party software used by GHCM to include: Jenark, Strongroom Payables Lockbox, Smartwebs Violations and community website/web portal hosts.
• General knowledge of Internet use and using Internet browsers, to include changing/creating passwords and security question answers and bookmarking web addresses.