Assistant Condominium Association Manager

HOATalent•Cleveland, OH

20d

About The Position

Subject to the practices, policies, and standards within The Coral Company Team Member Handbook, the Assistant Association Manager is responsible for supporting a wide variety of administrative, accounting, team, and customer support functions. This position requires all communication, interaction, and tasks to be completed in a professional and accountable manner, as well as being accurate, timely, efficient, and effective on a daily basis, with a constant view toward the future performance of the team and property portfolio. The Assistant Condominium Association Manager executes or delegates duties with the highest regard for exceptional performance, operational functions, and the best interests of the company, clients, and residents. The Assistant Association Manager shares responsibility for the team’s efforts to maximize productivity, efficiency, creativity, strategic problem-solving, and customer service. Performance is measured against the Company’s directive: “Only promise what you can deliver, and always deliver what you promise.” This position description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible responsibilities, tasks, and duties, and is subject to change, which may include additions or subtractions of responsibilities.

Requirements

High school diploma or equivalent required; college degree preferred.
Property or general management experience preferred.
Property management/accounting software experience preferred.
Ability to reliably commute to required work locations.
Strong computer literacy, including Microsoft Office, PDF software, and financial systems.
Basic understanding of bookkeeping principles.
Highly responsive and adaptable.
Strong attention to detail.
Ability to complete tasks quickly and accurately.
Strong organizational and prioritization skills.
Ability to manage time and projects independently to meet deadlines.
Effective verbal and written communication skills.
High-level customer service experience.
Strong work ethic and desire to learn.
Coachability and openness to feedback.
Leadership: problem-solving and planning.
Communication: ability to interact clearly, efficiently, and professionally.
Accountability: ability to meet commitments and give/receive feedback.
Salesmanship: act as an ambassador for The Coral team.
Ownership: commitment to company mission, values, and results.
Problem-solving: ability to analyze issues, develop solutions, and execute effectively.
Team player: willing to support others to complete projects accurately and on time.
Professional: maintains appropriate appearance, behavior, and communication.
Initiative: proactive, curious, and ownership-driven in completing tasks.
Strong judgment and sense of humor.
Commitment, capacity, creativity, and care.
Ability to bend, reach, lift, crawl, climb, stoop, sit, stand, walk, and communicate effectively.
Ability to work on a computer for extended periods.
Ability to lift and move objects up to 25 pounds.
Ability to learn new tasks, retain processes, maintain focus, work independently, make timely decisions, and meet productivity expectations.

Nice To Haves

Property or general management experience preferred.
Property management/accounting software experience preferred.
college degree preferred.

Responsibilities

Provide administrative support to the Association Manager and support the day-to-day operations of the property as outlined in the Management Agreement.
Receive, manage, respond to, and forward (as necessary) phone calls, emails, text messages, and portal inquiries (website and payment portals).
Check voicemail and email communication daily and respond in a timely manner.
Provide exceptional customer service to all clients, residents, guests, team members, and vendors.
Provide timely responses and follow-up with all stakeholders, with appropriate documentation.
Maintain a to-do list.
Maintain responsiveness within 48 hours or less.
Regularly review responsibilities and priorities with the Association Manager.
Assist with unit transfers (prepare background checks, coordinate with real estate agents and title companies, prepare welcome packets, etc.).
Maintain resident directory information and accounts within applicable property management files and software.
Assist with the setup of keys, key fobs, garage access, and intercom systems where applicable.
Regularly review and discuss resident concerns, issues, projects, and rule violations with the Association Manager.
Write, proof, and send/post community notices, newsletters, resident letters, account statements, etc., as directed.
Coordinate with vendors, contractors, visitors, emergency personnel, inspectors, and team members with timely and professional communication.
Manage document organization and filing (both physical and digital).
Input and manage property work orders, if applicable.
Assist with obtaining vendor bids and proposals.
Resolve utility issues and billing with residents and vendors.
Provide support for budget preparation and monitoring.
Make purchases as directed and coordinate deliveries.
Perform accounts payable and receivable duties as assigned.
Assist with Board member updates and communication.
Assist with reservations and signage for amenities (party rooms, pool, etc.) where applicable.
Communicate with association attorneys as directed.
Adhere strictly to company and property management policies and standards, including safety and security.
Perform other property management duties as assigned.