Assistant Community Association Manager

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

Job summary

Associa, a leader in community association management, is seeking an Office Coordinator to support Community Managers and HOA operations in a busy Chicago-area office. The role involves document handling, meeting preparation, mail processing, and data updates in the C3 system.

Ideal candidates have at least one year of customer service experience, a high school diploma or GED, and the ability to manage multiple tasks in a high-volume environment.

Qualifications

• Experience in customer service with high call volumes.
• Familiarity with community associations or property management is a plus.
• High school diploma or GED required; associate degree preferred.
• Strong ability to prepare reports, documents and coordinate with teams.

Responsibilities

• Update and file association documents for Community Managers.
• Assist in preparing agendas and board meeting packages.
• Prepare annual disclosure packages, meeting notices and financial statements for homeowners.
• Update homeowner data in C3 and shared files.
• Process mail, print, scan and other general office duties.
• Assist with ARB applications and on-site community inspections as needed.
• Issue key fobs, pool passes and processing access keys.
• Prepare newsletters and notices informing homeowners of maintenance or projects.
• Monitor delinquency rates and assist collections processes.
• Assist with proposals, quotes, and insurance notifications.
• Update property fact sheets in C3.
• Communicate hearing results to homeowners within deadlines.

Skills

Customer service

Communication

Education

High School Diploma or GED

Associates Degree

Tools

C3 system

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

• 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.