Assistant Community Association Manager

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

Job summary

Associa is seeking an Assistant Community Manager for the Gold Coast Community to provide clerical and administrative support to the Community Manager and homeowners. The role serves as liaison to boards, vendors, and staff, ensuring smooth operations and timely communications.

Responsibilities include updating association documents in C3, preparing board meeting materials, annual disclosures, and notices, processing mail, assisting with ARB applications, issuing access passes, newsletters, and

Qualifications

• High school diploma or GED required; associates degree preferred.
• 1+ year of customer service experience required.
• 1+ year in community association management or related field preferred.

Responsibilities

• Update and file association documents for Community Managers.
• Prepare agendas, update reports, and assemble board meeting packages.
• Prepare annual disclosures, notices, and financial statements for homeowners.
• Update homeowner info in C3 and shared files.
• Process mail and office printing/faxing as needed.
• Assist with ARB applications and on-site community inspections.
• Issue key fobs and pool passes; manage access for residents.
• Prepare newsletters, flyers and notices to inform homeowners.
• Monitor delinquencies and assist with collections for accounts.
• Assist with RFPs, repair quotes and insurance notifications.
• Update property fact sheets in C3 and support portal enrollment.
• Assist with CC&R violation letters and hearings communications.
• Support corporate programs (website, portals) for clients.

Skills

Customer Service

Community management

Office coordination

High call volume

Education

High School Diploma or GED

Associates Degree

Tools

C3 system

Portals / portals access

Job description

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

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

Requirements

• 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

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.