Assistant Community Association Manager

Assistant Community Manager

The Assistant Community Manager is responsible for providing clerical and administrative support to the Community Managers. The Assistant Community Manager is a liaison to the Community Managers and board members primarily, and will also interact with vendors, homeowners, committee members, staff at the Associa Corporate Office and branch office team members as needed.

Essential Duties and Responsibilities

• Update, organize, and file association documents for Community Managers, including arranging for delivery and pick up of documents when necessary.
• Assist in preparing agendas, management reports, board meeting packages, and related meeting materials.
• Attend board meetings as needed and take meeting minutes.
• Set up Zoom meetings and prepare the board room for meetings, including AV equipment and meeting materials.
• Assist in preparing annual disclosure packages, annual meeting notifications, annual financial statement packages, budgets, and related mailings within the time frames set by state statute or governing documents.
• Prepare and mail annual meeting materials, including calls for candidates, ballots, notices.
• Update homeowner and association information in C3, Town Sq, SharePoint, and other shared files.
• Respond to Town Sq requests and help route homeowner, board, and vendor inquiries to the appropriate team member when necessary.
• Maintain owner account notes, including phone calls, emails, walk-ins, and other communication records.
• Process and distribute incoming and outgoing mail for the office and associations.
• Process print jobs, scanning, and faxing as general office support when needed.
• Enter, monitor, and close work orders as assigned.
• Assist Community Managers with architectural application processing.
• Perform on-site community inspections as necessary.
• Assist with issuing key fobs, pool passes, access keys, and related access items.
• Maintain current association files, including W-9s, COIs, contracts, and other key vendor or association records.
• Assist with vendor payment support in Strongroom by helping maintain vendor documentation, routing payment questions, approving invoices, and supporting follow-up as assigned.
• Prepare newsletters, flyers, notices, and other documents to inform homeowners of maintenance, projects, activities, meetings, and other association updates.
• Assist Community Managers in monitoring client delinquency rates and the collections process for assigned portfolios.
• Assist Community Managers with requests for proposals, repair quotes, project coordination, insurance notifications, and vendor follow-up.
• Assist Community Managers with updates to property fact sheets and association information in C3, Town Sq, SharePoint, and other shared records.
• Assist Community Managers in preparing homeowner CC&R violation letters and communicating hearing results to homeowners within the time frames set by state statute or governing documents as needed.
• Assist homeowners with Associa corporate programs, Town Sq, portals, client enrollment, and other homeowner-facing resources.
• Support front desk coverage, homeowner walk-ins, phone calls, emails, and general customer service needs as assigned.
• Other duties as assigned.

What do we offer?

Associa offers a competitive benefits package to our full-time employees, including medical, dental, and vision insurance, 401k, disability insurance, and support with wellness and development initiatives and more. We have been designated a Great Place to Work for nine consecutive years, and many of our locations have been awarded as Best and Brightest.

Compensation: $20/hr; direct experience highly considered

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Knowledge of communities, property, real estate, and homeowners associations.
• Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with homeowner requests.
• Knowledge of typical business correspondence, including grammar, structure, punctuation, and spelling, at a proficient level.
• Knowledge of conflict resolution techniques at a proficient level.
• Professional customer service skills.
• Ability…