Assistant Community Manager

Description

Primarily responsible for assisting Community Manager(s) by providing effective customer service to designated communities/homeowners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&R’s) and management contracts.

Primarily responsible for assisting Community Manager(s) by providing effective customer service to designated communities/homeowners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&R’s) and management contracts.

• Conduct inspections of assigned communities, including common areas and lots, to ensure compliance with governing documents and management contracts.
• Provide customer service to homeowners via phone and email, addressing inquiries and concerns promptly.
• Utilize VMS for documentation of relevant homeowner conversations.
• Assist the Assigned Community Managers by composing correspondence, creating, and maintaining spreadsheets, and preparing reports.
• Assist Assigned Community Manager with arranging Board of Directors (BOD) meetings, including scheduling, notifications, preparation of meeting packets to include violation appeals and homeowner issues.
• Maintain consistent communication with vendors/contractors, report concerns to the Community Manager and assist in obtaining and reviewing bid proposals.
• Oversee the compliance appeals process and exterior modification (architectural) review process.
• Ensure compliance with city, state, and federal association management laws.
• Assist in maintaining accurate and current association records, including disclosure task reviews, financial documents, website updates, and Board Vue updates.
• Support the association’s monthly financial process / drafting variance reports for final review by manager / invoice coding as directed by Manager.
• Provide administrative support to assigned Community Managers and assist the Area Manager during Community Manager PTO or vacancies.
• Maintain deadlines for association and governing document requirements, as well as internal AAM initiatives.
• Order supplies for association as directed by the Community Manager or Area Manager.
• Perform other duties as assigned by management.

• Strong computer software and internet proficiency.
• Excellent interpersonal skills: positive written and verbal communication abilities.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Proven customer service experience, with a strong emphasis on problem resolution.
• Ability to multitask and prepare and process large amounts of administrative and customer service items while being detail oriented.
• Ability to function efficiently in a high volume, fast-paced environment.
• Ability to interact and work positively and effectively with staff at all levels.
• Advanced communication skills (both verbally and written), and the ability to communicate with all levels of management, staff, residents and Boards of Directors.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.

• Sitting in an office setting utilizing a computer and other office equipment.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.
• Sitting and standing for moderate periods of time.
• Utilizing personal automobile for commuting to and from assigned communities.
• Walking and/or driving communities to inspect common areas per management contract.