Community Association Manager

Administrative Assistant

Goodwin & Company is looking for a highly motivated, detail-orientated Administrative Assistant with office management experience for a fast-growing company. Your mission would primarily be to assist the Community Association Manager with daily community operations. AA's are to establish and maintain a professional, service-oriented relationship with coworkers, Association Managers, homeowners, vendors, and service providers. This position involves daily contact with homeowners and board members which requires an individual who is well-spoken, customer service-oriented, and who can multi-task at a quick but accurate pace.

The Administrative Assistant exists to ensure residents, board members, and guests experience prompt, knowledgeable support and a well-run, welcoming community — extending the Onsite Manager's leadership into every interaction, request, and event, and delivering the ease and reliability at the heart of Community Living Made Easy.

Critical success factors include:

• Resident & Board Responsiveness — Residents and board members experience timely resolution of requests and issues — with voicemails returned within 24 hours, emails and Town Sq requests addressed within 48 hours, and work orders tracked through to completion — so nothing falls through the cracks.
• Board Meeting Preparedness — Board members enter every meeting fully prepared and confident, with accurate meeting notices, board packets, and annual meeting agendas delivered complete and on schedule.
• Information Accuracy & Accessibility — Boards and residents can rely on accurate, current, and easy-to-find information — from financial reports and community records to contact directories and the community website — reflecting an office that is organized and dependable.
• Resident Engagement & Welcome — New and existing residents feel welcomed, informed, and engaged in community life — evidenced by orientation completion, strong event attendance, and positive resident feedback.
• Amenity & Office Operations — Residents and guests consistently experience amenities, reservations, and office operations running smoothly — reinforcing that this is a community that simply works.

Job duties and responsibilities include but are not limited to:

• Become familiar with each association's documents as they relate to your service role
• Respond to phone calls, voicemails and emails within 24 hours (forward non-routine/urgent calls to Manager immediately)
• Work with the manager on violation letters as requested
• Work with the ACC department communicating with homeowner when necessary for more information, updating homeowners of the status the application, etc.
• Draft and mail letters to parties as requested by CAM — 2 business days
• Process community mailings; special notices, meeting notices, etc. — 2 business days
• Electronically file community related documents via company platform — daily
• Maintain/program entry gate directories — within 24 hours
• Process entry gate opening and maintenance requests via company platform during regular business hours — within 24 hours
• Process, maintain, program and distribute pool tags/keys/cards/fobs — within 24 hours
• Rotate as Receptionist on scheduled basis
• Assist CAM in preparation of Board meeting packets — as needed
• Prepare and process Annual Meeting Notices — time sensitive, 3 business days
• Prepare Annual Meeting materials;
  Welcome Packet and registration information — 2 days
• Attend Board and/or Annual meetings with CAM(s) when necessary. May be required to take meeting minutes.
  
  Note:
  
  Meetings may be held in the evening after regular working hours — as needed
• Maintain a current hardcopy and e-file community information sheet (hotsheet) — as needed
• Complete miscellaneous tasks as requested for CAM…