Office Manager

Associa

3h•Onsite

About The Position

As the saying goes, It Takes a Village. This same rule applies in our business of managing communities. This is why we place a high value on collaboration, team work, and accountability. If you're a determined self-starter with a passion for finding solutions and you want to join a dynamic, talented and successful team, join Associa Community Solutions and Sales at one of our gorgeous communities in Saratoga Springs, Utah. We're five-year-in-a-row recipients of the prestigious Great Place to Work® certification, which recognizes companies with high-trust, high-performance workplaces. Want to learn more? Apply now! The Office Manager is responsible for supporting the Community Home Owner Association (HOA) Manager and residents primarily, but will also interact with vendors, board members and committee members and within the branch office. The OM will also assist the Community Manager with oversight and support of the various departments within the Community Association including Facilities, Maintenance, Custodial, Landscaping, Lifestyle, etc. ONSITE OFFICE HOURS: This position is located at Saratoga Springs Homeowners Association office, Saratoga Springs, UT. 84045 Monday-Thursday 9-5 in office. Board Meeting: 2 times months, 4hr long meetings

Requirements

High school diploma or equivalent; some college preferred.
Candidates should have at least two years in an administrative role and a customer-facing service position.

Responsibilities

Assist with implementation of Board policy and directives within the scope of the management agreement. Works with the board on strategic initiatives, policy governance and association projects.
Assist with employee training, supervising, and performance management.
Assist with preparing schedules and establishes priorities for routine and special work projects.
In conjunction with the Community Manager, act as a liaison between the Board of Directors and residents in the execution of the established policies and the conveyance of resident grievances.
In conjunction with the Community Manager, work as a liaison between the Board and legal counsel, as well as the Board and the Board Advisory Committees.
Provide orientations to Members upon closing and collect information.
Receive and respond to incoming calls/emails for information, account requests or community issues timely.
Maintain the TownSquare and document uploads, respond and resolve resident requests timely.
Assist with receiving, reviewing, processing, and coding weekly payables and vendor information.
Ensure appropriate Homeowner Files, Documents and Accounting files are stored for proper retention online or hard copy, as appropriate.
Maintain working knowledge of internal systems.
Coordinate work orders with vendors and Maintenance team.
Other duties as assigned.
Provides confidential administrative support to Community Manager to include working within the current procedures relating to the collection of delinquent assessments, fines, and fees, drafting and proofreading correspondence, daily monitoring of in/out boxes and mail correspondence. To include data entry and processing deed violation notices and letters.
At the direction of the Community Manager, plans and prepares for Community Information Meetings, Annual Meetings, Budget Meetings, Board of Directors Meetings, Committee Meetings, New Owner Orientations, Staff Meetings and Special Meetings to include attendance at these meetings as requested. Assist in preparing all necessary agendas, presentations, copies, exhibits, notices, etc. for these meetings as well as securing location for meetings as requested.
Creating and maintaining community and team calendars to stay abreast of meetings, special events, property inspections, special projects and other deadlines