Assistant Community Association Manager

Associa; Chicago (IL); On-site; USD 42,000 - 55,000; Part time

Job summary

Associa is seeking a detail-oriented Assistant Community Manager to provide clerical and administrative support to the Community Manager and homeowners. The role serves as a liaison with board members, vendors, CSSC staff, and the branch office, handling document delivery, board packages, and annual disclosures.

The position involves updating records in C3, processing mail, and assisting with ARB applications, newsletters, and delinquency monitoring.

Qualifications

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

Responsibilities

• Update and file association documents for Community Managers and handle document delivery/pickup.
• Assist in preparing agendas, management reports, and board meeting packages.
• Prepare annual disclosure packages, annual meeting notices, and annual financial statements for homeowners; arrange bulk mailing.
• Update homeowner/association information in C3 and shared files.
• Process and distribute mail; handle print, scan, and fax as needed.
• Assist with ARB applications and on-site inspections.
• Assist with issuing key fobs, pool passes, and access keys.
• Prepare newsletters, flyers, and notices to inform homeowners of maintenance projects.
• Monitor delinquency rates and assist with collections for the portfolio.
• Assist with proposals, repair quotes, and insurance notifications.
• Assist with updating property fact sheets in C3 and CC&R violation letters as needed.

Skills

Customer service

Office support

Education

High school diploma or GED

Associates degree

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.

TEMPORARY POSITION AVAILABLE!

Job Description

The 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.

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.