Job Summary

The Assistant Community Association Manager provides administrative and clerical support to Community Managers in all areas. They serve as the contact for all homeowners and board members and perform all duties in accordance with Access Management’s policies, processes, and procedures and within the realm of the management philosophy.

Essential Duties & Responsibilities

• Receive incoming phone calls/email and respond as directed or appropriate.
• Draft and send professional correspondence for a variety of matters to homeowners, board members, committee members, vendors, etc. (in a variety of formats – letters, emails, etc.).
• Fill in for receptionist as needed.
• Maintain the Community Manager's schedule, calendar, and files.
• Assist in maintaining the Community’s hard files and uploading files to Vantaca
• Communicate with managers regarding the status of ARC Applications with a minimum of weekly contact.
• Assist in posting and keeping Community website updated, which includes the daily syncing with the website and adding monthly committee and board agendas and minutes as needed.
• Send out email blasts as requested by Manager and Board.
• Update HOA contact and Board/Committee information with up-to-date information.
• Assist in the preparation and organization of all materials needed for board meetings.
• Receive and respond to any homeowner and/or Board of Director inquiries (verbal and written) in a professional, efficient, and timely manner.
• Serve as the direct staff liaison for ARC Committee and Landscape Committee.
• Receive and track all ARC submittals, process ARC application payments, attend meetings, draft agendas and minutes, and send follow-up response letters to the homeowners.
• Assist Community Manager with the creation, printing, and mailing of the newsletter (Quarterly).
• Assist in processing the recording of the return ballots for annual meeting/elections.
• Work with the Community’s Inspector when required on the violation process.
• Assist Community or General Manager in developing operating budget for facilities maintenance and monitors expenditures.
• Assist the Community Manager with the organization of Annual, Budget, Board, Election, and Special meetings of the Association within legal requirements.
• Properly document all Homeowner requests and process accordingly.

Additional Responsibilities

• Practice and adhere to Access Management’s Service Standards.
• Conduct business at all times with the highest standards of personal, professional, and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks, and other related duties as assigned.

Supervisory Responsibility

Non-Applicable

Education & Experience

• High School diploma or equivalent AA or BA preferred, CAM preferred.
• At least 2 years of experience with ARC/ARB Review Process, and Familiarity with Review of Governing Docs.

Knowledge, Skills & Proficiencies

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Excellent people skills, team building skills, and conflict management skills.
• Strong knowledge of Microsoft Applications, especially Word, Outlook, and Excel.
• Excellent written and verbal communication skills.
• Ability to make sound business decisions and work effectively with little or no supervision.
• Strong Time Management skills.
• Strong Problem Solving and Conflict Management skills.
• Ability to successfully work with a wide range of personnel including vendors, personnel, office staff, and all levels of management personnel.

Tools & Equipment

Computer, phone, cell phone, printer, office equipment

Physical Requirements/Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25lbs.
• Must be able to sit for extended periods of time.
• Must be able to stand for long periods of time and be able to freely move about the office and building.

Work Environment

The work environment characteristics are normal office conditions. This is a full-time position. There will be occasions when it is necessary to work various evenings, weekends, and holidays. Consistent and regular attendance required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.