We are currently seeking a reliable, ethical, personable and stable person to assist with full time HOA Assistant Manager duties.

Ideally, the candidate will live within 20 miles of our office, which is located in Laguna Niguel, California.

Qualifications:

• Excellent verbal and written communication
• Exceptional Work Ethic 
• Thick Skin and Respect for themselves, clients, and office mates
• Outstanding organizational and problem-solving skills
• Ability to walk for an hour at a time
• Reliable Transportation

Overview
The Assistant Community Manager will work closely with the Community Manager to oversee the day-to-day operations of multiple homeowner associations, ensuring efficient management and fostering positive relationships within the communities.
Responsibilities
1. Administrative Support:
Assist the Office with phone coverage.

• Assist the Community Manager in administrative tasks such as maintaining records, processing homeowner inquiries, and managing correspondence.
• Help prepare and distribute meeting agendas, newsletters, notices (ei, Violations, Budgets, Audits, Special mailers), meeting punchlist(s), and minutes from board meetings.
• Distribute Board Packets as necessary at the direction of the Community Manager.
• Process architectural requests:
• Take receipt of architectural applications; review for completeness and ensure all submittal requirements are met.
• Process to and from Committee/Architect; issue approval or denial letters as directed.
• Maintain organized architectural files and log up to date
•  Maintain Workorder log
• Maintain an updated profile sheet/portfolio for each account at the direction of the Community Manager.
• Provide administrative assistance to the Community Manager
• Perform other duties as directed by the Community Manager

2. Financial Management:

• Support financial management activities including collecting homeowner dues, and architectural fees.
• Assist in preparing budgets under the guidance of the Community Manager.

3. Communication and Customer Service:

• Serve as a primary point of contact for homeowner inquiries and concerns, providing timely and courteous responses. (ei. Phone calls and emails)
• Communicate effectively with homeowners, vendors, and board members to address issues and coordinate services.
• Be able to relate to the many diverse cultures, personalities and temperaments within the community and resolve business and homeowner problems in an ethical and professional manner.
• Provide telephone coverage and respond to customer service request

4. Property Maintenance:

• Assist in coordinating and scheduling work orders for maintenance such as landscaping, janitorial, and repairs to ensure the communities are well-maintained.
• Ensure the workorder status log is up to date.
• Responsible for the distribution of keys/transponders/ remotes/fobs or other devices used by residents to access the community facilities.
• Monitor property conditions and report any maintenance issues to the appropriate personnel for prompt resolution.

5. Enforcement of HOA Rules and Regulations:

•  Assist in enforcing HOA rules and regulations by creating violation letters and distributing them to owners/residents, issuing fines as necessary, and documenting actions taken in violation logs.
• Work collaboratively with the Community Manager and Board to develop and update community policies as needed.

6. Vendor Management:

• Support Community Manager by securing quotes, overseeing work quality, and ensuring compliance with contracts.

Position Type:
Full-time, with occasional evening hours required for community meetings and meeting deadlines at the Community Manager’s direction.