HOA Associate Manager (CA)

Seabreeze Management Company•Bakersfield, CA

About The Position

The HOA Associate Manager supports the property management team’s administrative functions under minimal supervision. The role requires an organized, proactive, articulate, customer-centric self-starter with sound decision-making and time-management skills. The position may be based at Apex Management offices or onsite at a community and works in a typical office building. The role supports the Community Manager with homeowner requests, association records and correspondence, meeting preparation and documentation, community websites and databases, repair coordination, clubhouse rentals, architectural applications, escrow orders, and other administrative duties. It also provides service to visitors, homeowners, board members, real estate professionals, contractors, and other personnel. Regular business hours are expected, with availability after regular business hours as necessary.

Requirements

High school diploma or equivalent.
At least three years of general administrative experience.
Excellent oral and written communication skills.
Customer-service-driven approach.
Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
Strong organizational and time-management skills.
Ability to multitask.
Availability during regular business hours and after regular business hours as necessary.
Working knowledge of management practices, accounting procedures, and association CC&Rs and Bylaws.

Nice To Haves

Two-year or four-year college degree preferred.
Previous industry experience highly desired.

Responsibilities

Greet scheduled and walk-in visitors and direct them to the appropriate area or person.
Answer and screen office telephone calls, direct calls, take detailed messages, and arrange conference calls or meetings.
Prioritize emergency repair request calls by immediately informing the Community Manager.
Read and route incoming mail and attach appropriate files for Account Executive responses.
Support the Community Manager in handling homeowner requests received by telephone, in person, in writing, or online.
Organize and maintain association records, documents, homeowner correspondence, forms, and procedure manuals; compose correspondence when requested.
Make copies and prepare outgoing mail and correspondence, including email and faxes; maintain filing systems and applicable databases.
Compose violation letters, handle related resident phone calls, and report findings to the Community Manager for resolution in accordance with Board-established regulations.
Coordinate meetings, prepare agendas, book facilities, arrange refreshments, and record or transcribe meeting minutes as directed.
Update community websites with meeting dates, agendas, minutes, board rosters, and community events, and provide updates to relevant personnel and board members.
Coordinate Board-approved repairs to condominiums and common-area property with the Community Manager, contractors, and homeowners.
Attend regularly scheduled board meetings when requested and assist with administrative tasks and minutes; assist with annual members’ meeting notices, proxies, and agendas.
Coordinate meeting packets and prepare and mail or deliver them to Board Members seven days before scheduled meetings.
Contribute to newsletters and coordinate delivery of mailings.
Assist homeowners with clubhouse rentals, accept deposits and required forms, explain rules and key use, and update calendars with clubhouse use, committee meetings, and special events.
Provide new home buyers and real estate professionals with required purchase documents.
Assist with client questions about architectural applications and processes; serve as a liaison for the architectural process with homeowners, board members, and committees.
Collect architectural application forms and supporting documents, prepare materials for Architectural Review Committee consideration, and organize responses and related documentation.
Process escrow orders according to requested timeframes and answer homeowners’ questions about open escrow.
Note accounts when a property enters escrow or escrow cancels, and ensure accurate account information for properties in litigation for escrow disclosure.
Perform other duties as assigned.