Assistant Community Association Manager

Associa•San Diego, CA

1d•Onsite

About The Position

The Assistant Community Manager provides clerical and administrative support to Community Manager(s) and serves primarily as a liaison between them and homeowners. The role also occasionally interacts with vendors, board and committee members, and staff at the Associa Client Shared Service Center and branch office. The position supports association document management, Board meeting preparation, annual disclosures and notifications, homeowner and association records, office and association mail, and general office tasks. It also assists with Architectural Review Board application processing, community inspections, access credentials, homeowner communications, delinquency monitoring, collections, proposals, repair quotes, insurance notifications, and corporate programs. The role is based in a typical office environment and involves frequent social interaction.

Requirements

High school diploma or GED.
At least one year of customer service experience.
Proficiency with Microsoft Office products, including Word, Excel, and Outlook.
Knowledge of communities, property, real estate, and homeowners’ associations.
Knowledge of the roles of association boards and Community Association Managers and how those roles interface with homeowner requests.
Proficiency in typical business correspondence, including grammar, structure, punctuation, and spelling.
Knowledge of conflict resolution techniques.
Professional customer service skills.
Ability to partner with multiple stakeholders, including community managers, vendors, peers, and clients.
Ability to self-motivate, be proactive and detail oriented, and function successfully as part of a team.
Ability to maintain confidentiality and discretion.
Knowledge of company policies, procedures, and forms.
Ability to work effectively with others in person and in group settings.
Ability to prioritize, manage time, and meet deadlines.
Ability to interpret verbal and written instructions proficiently.
Ability to communicate effectively and professionally by phone, email, and in person.
Ability to operate general office equipment, including copiers, fax machines, and phone systems.

Nice To Haves

Associate degree strongly preferred.
At least one year of Community Association Management or relevant experience preferred.
Experience with a high call volume preferred.

Responsibilities

Update and file association documents for Community Managers, and arrange delivery to or pickup from storage when necessary.
Assist with preparing agendas, updating management reports, and compiling documents and copies for Board meeting packages.
Assist with preparing annual disclosure packages, annual meeting notifications, and annual financial statement packages for homeowners, and arrange bulk mailing within applicable statutory or governing-document time frames.
Update homeowner and association information in C3 and shared files.
Process and distribute incoming and outgoing office and association mail.
Process print jobs, scanning, and faxing as general office support.
Assist Community Managers with Architectural Review Board application processing and conduct on-site community inspections as necessary.
Assist with issuing key fobs and pool passes and processing access keys.
Prepare newsletters, flyers, and other documents informing homeowners about maintenance services or projects, activities, and meetings.
Assist Community Managers in monitoring client delinquency rates and the collections process for account portfolios.
Assist Community Managers with requests for proposals, repair quotes, and insurance notifications.
Assist Community Managers with updating property fact sheets in C3.
Assist with preparing homeowner CC&R violation letters and communicating hearing results to homeowners within applicable statutory or governing-document time frames.
Assist homeowners with Associa corporate programs, including websites and portals, and client enrollment.
Maintain organized workspaces, alert the Office Manager when supplies are low, and assist with stocking and distributing supplies.
Perform other duties as assigned.