HOA Senior Associate Manager (CA)
About The Position
The HOA Senior Associate Manager supports administrative functions of the property management team under minimal supervision. The position calls for a high-energy, organized, articulate, proactive, and customer-centric self-starter with sound decision-making and time-management skills and working knowledge of management practices, accounting procedures, and Association CC&Rs and Bylaws. The role engages with homeowners, supports Community Managers and Associate Managers, and helps maintain association records, correspondence, systems, and homeowner-facing information. It also provides mentorship and training to virtual and regional personnel, assists with account transitions and backfill coverage, and supports setup of new-development and existing HOA accounts. Regular business hours apply, with availability after regular business hours as necessary. The stated salary is $24.00–$26.00 per hour.
Requirements
- High school diploma or equivalent.
- At least four years of general administrative experience.
- Excellent verbal and written communication skills.
- Customer-service orientation.
- 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.
Nice To Haves
- Two-year or four-year college degree preferred.
- Previous HOA industry experience highly desired.
- Familiarity with CINC/Web axis or similar platforms.
Responsibilities
- Listen and respond to homeowner concerns professionally and empathetically, take detailed messages, and route messages to the Community Manager or appropriate department.
- Prioritize emergency repair calls by immediately notifying the Community Manager, Assistant Manager, or Maintenance Supervisor.
- Read and route incoming mail, locate and attach relevant files for the Community Manager, and assist homeowners with clubhouse rentals, including deposits, forms, rules, key use, and calendar updates.
- Provide requested documents to buyers and real estate professionals to support purchases.
- Provide coverage during Associate Manager vacations, assist Associate Managers with overflow work and special projects, and backfill vacant Associate Manager positions and accounts as needed.
- Mentor and serve as a point of contact for Virtual Associate Managers; provide onboarding and systems training, and support account transitions between Associate Managers.
- Conduct regular team meetings and individual check-ins to review workload, project status, needs, challenges, and progress; report account-transition adjustments to the Director.
- Participate in training new Associate Managers and travel to regional operations when needed to launch or train personnel on CINC systems and the Web axis Homeowner Portal.
- Evaluate regional training needs regarding Seabreeze, CINC, and Web axis systems, violation setups, architectural templates, and Web axis setup.
- Organize and maintain association records, documents, homeowner correspondence, forms, procedures, filing systems, databases, and procedure manuals under the Community Manager's direction.
- Prepare correspondence and communications when requested; make copies and prepare outgoing mail, email, and faxes.
- Maintain and audit FAQ information and create projects to ensure account information is properly included.
- Compose violation letters, handle related resident phone calls, and report findings to the Community Manager for resolution in accordance with Board-established regulations.
- Update association websites with meeting dates, agendas, minutes, board rosters, and community events; provide updates to relevant personnel and board members and audit applicable Inland Empire homeowner portal information.
- Coordinate Board-approved repairs with the Community Manager, Maintenance Supervisor, contractors, and homeowners.
- Upload and periodically audit documents on CommArea/Web axis Homeowner Portal.
- Complete initial account setup for new-development and existing HOAs, including violation modules, architectural setups, and regional FAQs.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
