Assistant Community Association Manager

ACCESS | MANAGEMENT ∙ REALTY ∙ MAINTENANCE ∙ LIFESTYLE; Celebration (FL); On-site; USD 36,000 - 52,000; Full time

Job summary

ACCESS | MANAGEMENT ∙ REALTY ∙ MAINTENANCE ∙ LIFESTYLE is seeking an administrative assistant to support Community or Portfolio Managers in Florida. The role involves handling inquiries from homeowners and board members, drafting communications, maintaining calendars, and assisting with ARC processes and newsletters.

The position requires handling multiple tasks, coordinating with managers and committees, and ensuring timely responses and accurate records.

Responsibilities

• Receive incoming phone calls and emails and respond as directed.
• Draft and send professional correspondence to homeowners, board members, vendors.
• Fill in for receptionist as needed.
• Maintain the Portfolio Managers schedule and files.
• Assist in maintaining the Community’s hard files and uploading files to Vantaca.
• Keep spreadsheet of all ARC applications and status, provide correspondence to committee members and homeowners within 24 hours.
• Communicate with managers regarding status of ARC Applications with a minimum of weekly contact.
• Assist in posting and keeping Community website updated, including syncing with the website and adding agendas/minutes.
• Send out email blasts as requested by Manager and Board.
• Update HOA contact and Board/Committee information with up to date information.
• Assist in the preparation and organization of all materials needed for board meetings.
• Receive and respond to homeowner/Board inquiries in a professional, efficient and timely manner.
• Serve as the direct staff liaison for ARC Committee and Landscape Committee.
• Receive and track all ARC submittals, process ARC payments, attend meetings, draft agendas and minutes.
• Assist Community Manager with creating, printing and mailing of the newsletter (Quarterly).
• Assist in processing the recording of the return ballots for annual meeting/elections.
• Work with the Community’s Inspector on the violation process.
• Assist in developing operating budget for facilities maintenance and monitoring expenditures.
• Assist with organization of Annual, Budget, Board, Election and Special meetings within legal requirements.

Job description

Job Summary

Provides administrative and clerical support to Community or Portfolio Managers in all areas. Serves as contact for all Homeowners and Board Members. Performs all duties in accordance with Access Management’s policies, processes and procedures and within the realm of the management philosophy.

Essential Duties & Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

• Receive incoming phone calls/email and respond as directed or appropriate.
• Draft and send professional correspondence for a variety of matters to homeowners, board members, committee members, vendors, etc. (in a variety of formats – letters, emails, etc).
• Fill in for receptionist as needed.
• Maintain the Portfolio Managers schedule, calendar and files.
• Assist in maintaining the Community’s hard files and uploading files to Vantaca
• Keep spreadsheet of all ARC applications and status, provide correspondence to committee members and homeowners within 24 hours.
• Communicate with managers regarding status of ARC Applications with a minimum of weekly contact.
• Assist in posting and keeping Community website updated, which includes the daily syncing of Connect with the website and adding monthly committee and board agendas and minutes as needed.
• Send out email blasts as requested by Manager and Board.
• Update HOA contact and Board / Committee information with up to date information.
• Assist in the preparation and organization of all materials needed for board meetings.
• Receive and respond to any homeowner and/or Board of Director inquiries (verbal and written) in a professional, efficient and timely manner.
• Serve as the direct staff liaison for ARC Committee and Landscape Committee.
• Receive and track all ARC submittals, processes ARC application payments, attends meetings, drafts agendas and minutes and sends follow-up response letters to the homeowners.
• Assist Community Manager with the creating, printing and mailing of the newsletter (Quarterly).
• Assist in processing the recording of the return ballots for annual meeting / elections.
• Work with the Community’s Inspector when required on the violation process.
• Assists Community or General Manager in developing operating budget for facilities maintenance and monitors expenditures.
• Assist the Community Managers with the organization of Annual, Budget, Board, Election and Special meetings of the Association within legal requirements.
• Properly documents all Homeowner requests and processes accordingly.

Additional Responsibilities

• Practice and adhere to Access Management’s Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.