What are the responsibilities and job description for the Assistant Community Manager position at AAM Brand?
Position Summary:
Primarily responsible for assisting Trilogy at Vistancia’s Director of Community Association by providing effective customer service to clients through in-depth knowledge of Covenants, Conditions & Restrictions (CC&R’s), Design Guidelines, Association Rules, Approved Policies, management contracts, committee functions and financial operations. Educating homeowners in respect to compliance and submittal processes to ensure the overall success of the community.
Position Responsibilities:
- Perform a wide spectrum of duties that are essential to successfully enforcing community Covenants, Compliance & Regulations (CC&R’s), provides support and other tasks as directed to Director of Community Association.
- Develops a working relationship with community board members and homeowners.
- Screen, direct and/or handle visitors, incoming calls, correspondence and email
- Digital scanning to member’s lot files in a timely manner. Can have administrative assistant help with this.
- Conduct routine common area landscape tours in the Trilogy at Vistancia community and reports issues to Director of Community Association and Landscape Superintendent.
- Extends top-notch customer service and problem resolution, via phone, face-to-face, website or email to Board members, Committee members and residents within prescribed time frames.
- Communicates to Director issues that may arise from compliance issues within the community.
- Partners with homeowners to educate and ensure effective, long-term solutions to compliance issues.
- Research issues of non-compliance and prepares documentation for the Director of Community Association and, if necessary, Board review.
- Develops and utilizes a computer software tracking system (VMS) that ensures timely implementation of compliance.
- Maintains detailed records of compliance through investigations and follow up reports of non-compliance.
- Investigates issues of complaints brought against second parties by homeowners and make determinations based on findings.
- Oversees the preparation of compliance notices, fine notices and all related compliance issues as well as architectural submittals.
- Conducts routine property tours of all lots in the Trilogy at Vistancia community to ensure compliance with association governing documents.
- Communicates with homeowners concerning HOA governance & compliance questions
- Maintains open communication with vendors to provide direction on issues within the community.
- Quarterly review of delinquents account to communicate intent to suspend and/or suspension of use of the amenities to Homeowners, if necessary.
- Maintains an effective process for architectural submittals based on the community needs
- Attend bi-weekly architectural meetings and prepare all architectural packets and correspondence necessary for architectural meetings. Complete follow up to notify members of decisions. Scan completed packets into Homeowner’s Lot File.
- Assists in preparing and reviewing bid proposals, preparing contracts, and provides project oversight as needed.
- Process all fine and late fee waiver requests. Can have administrative assistant help with this.
- Updates community disclosure packages for Corporate Departments.
- Maintains accurate and current association records.
- Performs other duties as directed.
Desired Knowledge, Skills & Abilities:
- Experience working in an HOA/Property Management role.
- Strong computer software and internet proficiency.
- Excellent interpersonal skills: positive written and verbal communication abilities.
- Time Management: the ability to organize and manage multiple priorities.
- Proven customer service experience, with a strong emphasis on problem resolution.
- Commitment to company values and goals.
Physical Demands & Work Environment:
- Sitting and standing for moderate periods of time.
- Utilizing personal automobile for property inspections.
- Walking communities to inspect common areas per management contract.