Assistant Community Association Manager

associacareers; Chicago (IL); On-site; USD 60,000 - 70,000; Full time

Job summary

Gold Coast Community is seeking an Assistant Community Manager to provide clerical and administrative support to the Community Manager(s). The role acts as a liaison to homeowners and collaborates with vendors, board members, and staff.

Daily duties include document management, board package preparation, and on-site inspections as needed. The position requires strong customer service experience, a high school diploma or GED, and preferably an associate degree.

Qualifications

• High School Diploma or GED required.
• Associates Degree strongly preferred.
• At least one year of Customer Service experience is required.
• At least one year of Community Association Management or relevant experience is preferred.
• Experience with a high call volume is preferred.

Responsibilities

• Update and file association documents for Community Managers and coordinate document delivery/pick up.
• Assist in preparing agendas, reports and Board meeting packages.
• Assist in preparing annual disclosure packages and notices as required by state statutes.
• Update homeowner and association information in C3 and shared files.
• Process mail, print jobs, scanning and faxing as needed.
• Assist with ARB applications and on-site inspections.
• Issue key fobs, pool passes and access keys.
• Prepare newsletters and notices to inform homeowners about maintenance or projects.
• Monitor delinquency rates and assist with collections.
• Assist with proposals, repair quotes and insurance notifications.

Skills

Customer Service

Education

High School Diploma or GED

Associates Degree strongly preferred

Job description

Gold Coast Community needs Assistant Community Manager is responsible for providing clerical and administrative support to the Community Manager(s). The Assistant Community Manager is the liaison to the Community Manager(s) and homeowners primarily, but will also occasionally interact with vendors, board members and committee members, as well as staff at the Associa Client Shared Service Center (CSSC) and within the branch office.

• Update and file association documents for Community Managers. Arrange for delivery and pick up of documents from storage when necessary.
• Assist in preparing agendas, update management reports, and compile documents and copies for Board meeting packages.
• Assist in preparing annual disclosure packages, annual meeting notifications, and annual financial statement packages for all homeowners and arrange bulk mailing of same within the time frames set by state statute or governing documents.
• Update homeowner and association information in C3 and shared files.
• Process and distribute incoming and outgoing mail for the office and Associations.
• Process print jobs, scanning and faxing as general office support when needed.
• Assist Community Manager with ARB (Architectural Review Board) application processing and perform on-site community inspections as necessary.
• Assist with issuing of key fobs, pool passes and processing access keys.
• Prepare newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings, etc.
• Assist Community Manager in monitoring client delinquency rates and collections process for account portfolio.
• Assist Community Manager with requests for proposals, repair quotes, insurance notifications.
• Assist Community Manager with update of property fact sheets in C3.
• Assist Community Manager in preparing homeowner CC&R violation letter and communicate results of hearings to homeowners within the time frames set by state statues or governing documents as needed.
• Assist homeowners with Associa corporate programs (website, portals, etc.) including client enrollment.
• Other duties as assigned.

Salary is 60,000 - 70,000 depending on experience

• High School Diploma or GED Required
• Associates Degree strongly preferred
• At least one year of Customer Service experience is required
• At least one year of Community Association Management or relevant experience is preferred
• Experience with a high call volume is preferred

Working Conditions:

• Typical office environment
• Frequent social interaction