What are the responsibilities and job description for the Assistant Community Association Manager position at Associa?
Will work closely and directly for individual residential community association managers to assist/support them on day-to-day duties including, but not limited to, the following:
- Walk-in/Calls/Emails - Answer homeowner and residents’ questions regarding their Association including but not limited to the Association’s Rules, Amendments, Architectural Change Requests, Violation Notices, Chargebacks)
- Answer questions from real estate agents and appraisers via phone calls or emails
- Collect various owner documents/forms and track them through an Excel Spreadsheet. Proactive routine follow-up for document requests; must be timely without verbal reminders from staff.
- Generate Letters, Notices and supporting documents, copy/stuff/postage mailing to all unit owners or prepare for outsourcing.
- Collect Annual Meeting proxies and prepare documents for the meeting to be given to the property manager.
- Copy/Stuff/Postage Mailings to individual unit owners on a regular basis.
- Generate violation letters accurately and efficiently
- Run reporting out of database as requested.
- Issue pool tags/cards/fobs, building/storage keys, transmitters/remotes, parking stickers/passes. Recorded in software or spreadsheet as required.
- Book meeting rooms for community managers when requested.
- Assist clients with clubhouse rentals and paperwork/requirements
- Proofread manager's documents/reports, letters, notices
- Create & Update Excel spreadsheets as needed
- Draft letters to vendors and homeowners
- Scanning records, filing electronically and updating database
- Filing of any hard copy documents on a weekly basis.
- Answer calls for community managers when they are out of the office for the day/week
- Cover Reception Desk (answer/transfer incoming calls; assist walk-in guests) as requested
- Additional clerical/requested tasks as needed from the community managers you will support
The ideal candidate will possess:
- Proficiency in O365 (Outlook,Word,Excel), SharePoint, One Drive.
- Positive and welcoming attitude;
- Must be able to handle difficult residents in a professional and positive manner;
- Strong organizational, oral, and written skills;
- Ability to multitask efficiently and accurately;
- Experience working in Community Management Industry a positive