Assistant Community Association Manager, Portfolio

Description

Job Overview:

As an Assistant Community Association Manager, you'll be responsible for supporting the Community Association Managers of the Portfolio Department through timely completion of assigned administrative and project duties. You will hold expertise in the areas of triaging urgent issues during business hours, income/expense management and administration, and resident relations.

This is a hybrid role that reports to an onsite property in the northern suburbs of Chicago, IL, 3 days per week. 2 days per week, you will report to our suburban corporate office located in Hoffman Estates, IL.

• Primary contact for emergency service calls during business hours, receiving, triaging, and coordinating appropriate responses in accordance with community procedures and governing documents.
• Accurately document all emergency calls and actions taken, maintain organized records, and prepare summary reports to be shared with the CAM.
• Complete and process required accounting and administrative forms related to emergencies, service requests, move fees, deposits, and other association transactions, ensuring accuracy and timeliness.
• Organize and maintain homeowner and administrative files in accordance with company standardized hard copy and electronic system.
• Communicate with residents regarding work orders, account questions, and other similar requests. Communicate with external vendors and contractors to ensure the timely completion of work orders and scheduled capital improvements. Coordinate with Resident Services and manager to ensure proper follow-up and close out of all resident work orders and inquiries.
• Assist with onboarding new clients as well as internal property transitions.
• Maintain a level of service excellence in all interactions with residents, vendors, staff, and colleagues with knowledge and enforcement of the Community Governing Documents. Respond to client communications and address issues within one business day.
• Update and generate required association and management reports as instructed by the Community Manager.
• Assist in managing all moves, deliveries, staging, and resident contractors for elevator use, utilizing move calendar, including collection of move fee and deposit, and obtaining appropriate documents and proof of insurance.
• Utilize Connect Resident Alert feature and Mass Communication Tool in order to keep homeowners apprised of Association activities and important updates.
• Monitor and address resident disputes as required and build a positive relationship between residents and management team.
• Miscellaneous admin tasks as needed, including preparing meeting notices, writing mass communications, coordinating vendor access to properties, assembling mailers, and conducting invoice research.
• In accordance with the Illinois Condo Act and First Service Residential policies, comply with all codes and regulatory requirements for the property, including assessing and correcting any violations received by various regulatory agencies.

• Associate’s degree or higher in Business, Real Estate, or a related field from an Accredited University, preferred. Candidates with equivalent education or experience encouraged to apply.
• Community management experience or equivalent professional experience in a related field strongly preferred.
• Active Community Association Manager license in the state of Illinois strongly preferred. If license is not active, must be able to obtain an Illinois Community Association Manager license within 30 days of employment.
• Works effectively with coworkers, clients, customers, and others by sharing ideas in a constructive and positive manner; addresses problems and issues constructively to find mutually acceptable and practical business solutions.
• Must possess a high energy attitude and an ability to multi-task/prioritize different projects at any given time.
• Superior oral and written communication skills.
• Ability to work with sensitive or confidential information.

As a full-time associate, you will be eligible for full comprehensive benefits including your choice of multiple medical plans, dental, vision, life…