Assistant Community Association Manager

Associa•Schaumburg, IL

6d•Onsite

About The Position

Will work closely and directly for individual residential community association managers to assist/support them on day-to-day duties. This role involves handling homeowner inquiries, managing documentation, generating correspondence, issuing access items, and providing general administrative support. The position requires proficiency in O365, strong organizational skills, and the ability to handle residents professionally.

Requirements

Proficiency in O365 (Outlook,Word,Excel), SharePoint, One Drive.
Positive and welcoming attitude.
Must be able to handle difficult residents in a professional and positive manner.
Strong organizational, oral, and written skills.
Ability to multitask efficiently and accurately.

Nice To Haves

Experience working in Community Management Industry

Responsibilities

Answer homeowner and residents’ questions regarding their Association including but not limited to the Association’s Rules, Amendments, Architectural Change Requests, Violation Notices, Chargebacks.
Answer questions from real estate agents and appraisers via phone calls or emails.
Collect various owner documents/forms and track them through an Excel Spreadsheet. Proactive routine follow-up for document requests; must be timely without verbal reminders from staff.
Generate Letters, Notices and supporting documents, copy/stuff/postage mailing to all unit owners or prepare for outsourcing.
Collect Annual Meeting proxies and prepare documents for the meeting to be given to the property manager.
Copy/Stuff/Postage Mailings to individual unit owners on a regular basis.
Generate violation letters accurately and efficiently.
Run reporting out of database as requested.
Issue pool tags/cards/fobs, building/storage keys, transmitters/remotes, parking stickers/passes. Recorded in software or spreadsheet as required.
Book meeting rooms for community managers when requested.
Assist clients with clubhouse rentals and paperwork/requirements.
Proofread manager's documents/reports, letters, notices.
Create & Update Excel spreadsheets as needed.
Draft letters to vendors and homeowners.
Scanning records, filing electronically and updating database.
Filing of any hard copy documents on a weekly basis.
Answer calls for community managers when they are out of the office for the day/week.
Cover Reception Desk (answer/transfer incoming calls; assist walk-in guests) as requested.
Additional clerical/requested tasks as needed from the community managers you will support.