Senior Assistant Community Association Manager

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

The Senior Assistant Community Manager is responsible for providing clerical and administrative support

to the Community Manager(s), while co-managing accounts. The Senior Assistant Community Manager is the liaison to the Community Manager(s) and homeowners primarily, but will also interact with vendors, board members and committee members, as well as staff at the Associa Client Shared Service Center (CSSC) and within the branch office. The Senior Assistant Community Manager is responsible for providing the overall supervision of a few accounts, with the assistance of a Community Manager.

Requirements

Essential Duties and Responsibilities

• Assist in building agendas, update management reports, compile documents andcopies for Board meeting packages, handle action item lists and draft minutes.
• Assist in building annual disclosure packages, annual meeting notifications, and annual financial statement packages for all homeowners and of same within the time frames set by state statute or governing documents.
• Assist Community Manager with architectural application processing.
• Assist with issuing of key fobs, pool passes and processing access keys.
• Travel to client associations in order to attend board meetings, perform inspections,conduct walk-throughs and attend community events as needed and per the managementagreement.
• Act as or oversee the primary liaison with homeowners as needed.
• Update management reports, and compile documents and copies for Board meeting packages.
• Coordinate and/or oversee inspection of building facilities and/ or common area and arrange appropriate follow up actions as requires.
• Attend community events as needed per the management agreement.
• Ensure Associa community management tools are being effectively developed and utilizedsuch as annual calendar, action item list, agendas, RFP matrixes, committee charters, procurement procedures, FY operating budget, etc.
• Other duties as assigned, includes the Senior Assistant Community Manager checklist.
  
  

Other Duties And Responsibilities

• Prepare newsletters, flyers, and other various documents to inform homeowners ofmaintenance service or projects, activities, meetings, etc. for Administrative Assistant distribution.
• Assist Community Manager with requests for proposals, repair quotes, insurancenotifications.
• Assist Community Manager in preparing homeowner CC&R violation letter and communicate results of hearings to homeowners within the time frames set by state statuesor governing documents as needed. Provide verbiage and rule to Administrative Assistant.
• Perform on-site community inspections as necessary.
• Manage routine and special project vendors including procurement as well as performance evaluation as contracted.
• Co-manage up to 2-3 accounts with the assistance of the Community Manager, if applicable.
• Other duties as assigned. Including the Senior Assistant Community Manger checklist.
  
  

Knowledge and Skills

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level
• Knowledge of communities, property, and homeowners’ associations
• Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.
  
  

Education and Experience

• High School Diploma or GED Required
• Associates Degree strongly preferred
• At least one year of Customer Service experience is required
• At least one year of Community Association Management or relevant experience is preferred
• Experience with a high call volume is preferred
  
  

Working Conditions

• Typical office environment.
• Frequent social interactions.
• Use of personal vehicle.
  
  

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand and to reach above shoulders with hands and arms in order to file a variety of documents; use hands and fingers to input data to information system; and talk or hear in order to gather and provide information on departmental processes. The employee is often required to sit in order to process information and conduct data entry activities.

ENVIRONMENTAL DEMANDS

Work is performed in a climate-controlled office without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Wage Range: $28 per hour.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.