Assistant Community Association Manager

Job Summary:

An Assistant Community Manager is responsible 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 Shared
Service Center (CSSC) and within the branch office.

Job Duties & Responsibilities: 

Duties include but are not limited to:
 Field and respond promptly to the majority of homeowner inquiries via phone, e-mail, work
order, letter, and/or in person.
 Interact with vendors and assist with addressing emergency requests as necessary
 Update notes within homeowner accounts in C3 (Complete Control of Communities) of all
conversations/correspondence with homeowner.
 Assist in preparing agendas, update management reports, and compile documents and copies
for Board meeting packages.
 Prepare newsletters, flyers, and other various documents to inform homeowners of
maintenance service or projects, activities, meetings, etc.
 Assist in preparing annual disclosure packages, annual meeting notifications, and annual
financial statement packages for all homeowners and arrange bulk mailing of same within the
time frames set by state statute or governing documents.
 Assist lead Community Manager in monitoring corporate and client delinquency rates and
collections process for account portfolio.
 Maintain property files and unit files.
 Assist lead Community Manager with processing new homeowner welcome packets, if
applicable.
 Assist lead Community Manager with issuing of key fobs, pool passes and processing access
keys.
 Assist lead Community Manager with ARB (Architectural Review Board) application processing
and perform on-site community inspections as necessary.
 Assist lead Community Manager with requests for proposals, repair quotes, insurance
notification lists.
 Assist lead Community Manager with update of property fact sheets in C3

 Assist lead Community Manager in preparing homeowner CC&R violation letter and communicate results of hearings to homeowners within the time frames set by state statues or governing documents as needed.
 Assist homeowners with Associa corporate programs (website, portals, etc.) in accordance with
lead Community Manager direction, client enrollment, and local office protocol.
 Participate in Associa training including Associa University webinars, etc.
 While the list above is an extensive list of job responsibilities, it is expected that the individual in this position is hands on and flexible in performing, assisting, and/or supervising any necessary task that is requested by our client and/or the management agent.
 Other duties as assigned.

Travel Requirements: 

Travel may be required

Qualifications:

Knowledge and Skills: 

 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.

Education & Experience: 

 High School Diploma or GED Required
 Associates Degree Required
 Bachelor’s Degree Preferred
 0 – 3 years of Community Association experience

Certifications & Licenses: 

 Industry Specific Certification
 Location Specific License