Assistant Community Association Manager

Access Management•Celebration, FL

2d•$18 - $21

About The Position

Provides administrative and clerical support to Community or Portfolio Managers in all areas. Serves as contact for all Homeowners and Board Members. Performs all duties in accordance with Access Management’s policies, processes and procedures and within the realm of the management philosophy.

Requirements

Administrative and clerical support skills.
Ability to serve as contact for Homeowners and Board Members.
Proficiency in Access Management’s policies, processes, and procedures.
Ability to receive and respond to phone calls and emails.
Skill in drafting and sending professional correspondence.
Ability to fill in for receptionist.
Ability to maintain schedules, calendars, and files.
Experience with maintaining hard files and uploading to Vantaca.
Proficiency in maintaining spreadsheets for ARC applications and status.
Ability to communicate with managers regarding ARC application status.
Skill in updating community websites and syncing with Connect.
Ability to add monthly committee and board agendas and minutes.
Experience sending email blasts.
Ability to update HOA contact and Board/Committee information.
Skill in preparing and organizing materials for board meetings.
Ability to respond to homeowner and Board of Director inquiries professionally and efficiently.
Experience serving as a liaison for committees (e.g., ARC, Landscape).
Ability to track ARC submittals and process payments.
Experience attending meetings, drafting agendas and minutes.
Ability to send follow-up response letters.
Experience assisting with newsletter creation, printing, and mailing.
Skill in processing recording of return ballots for annual meetings/elections.
Ability to work with Community Inspectors on violation processes.
Experience assisting with operating budget development and monitoring expenditures.
Skill in organizing Annual, Budget, Board, Election, and Special meetings.
Ability to document homeowner requests and process them accordingly.
Adherence to Access Management’s Service Standards.
High standards of personal, professional, and ethical conduct.
Ability to perform operations to maintain workflow and meet schedules.
Ability to participate in meetings and work groups.
Knowledge of new developments, requirements, policies, and regulatory guidelines.
Adherence to safety precautions.
Adherence to all policies and Standard Operating Procedures.

Responsibilities

Receive incoming phone calls/email and respond as directed or appropriate.
Draft and send professional correspondence for a variety of matters to homeowners, board members, committee members, vendors, etc. (in a variety of formats – letters, emails, etc).
Fill in for receptionist as needed.
Maintain the Portfolio Managers schedule, calendar and files.
Assist in maintaining the Community’s hard files and uploading files to Vantaca.
Keep spreadsheet of all ARC applications and status, provide correspondence to committee members and homeowners within 24 hours.
Communicate with managers regarding status of ARC Applications with a minimum of weekly contact.
Assist in posting and keeping Community website updated, which includes the daily syncing of Connect with the website and adding monthly committee and board agendas and minutes as needed.
Send out email blasts as requested by Manager and Board.
Update HOA contact and Board / Committee information with up to date information.
Assist in the preparation and organization of all materials needed for board meetings.
Receive and respond to any homeowner and/or Board of Director inquiries (verbal and written) in a professional, efficient and timely manner.
Serve as the direct staff liaison for ARC Committee and Landscape Committee.
Receive and track all ARC submittals, processes ARC application payments, attends meetings, drafts agendas and minutes and sends follow-up response letters to the homeowners.
Assist Community Manager with the creating, printing and mailing of the newsletter (Quarterly).
Assist in processing the recording of the return ballots for annual meeting / elections.
Work with the Community’s Inspector when required on the violation process.
Assists Community or General Manager in developing operating budget for facilities maintenance and monitors expenditures.
Assist the Community Managers with the organization of Annual, Budget, Board, Election and Special meetings of the Association within legal requirements.
Properly documents all Homeowner requests and processes accordingly.
Practice and adhere to Access Management’s Service Standards.
Conduct business at all times with the highest standards of personal, professional and ethical conduct.
Perform or assist with any operations as required to maintain workflow and to meet schedules.
May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
Ensure all safety precautions are followed while performing the work.
Follow all policies and Standard Operating Procedures as instructed by Management.
Perform any range of special projects, tasks and other related duties as assigned.