Assistant Community Association Manager

ACCESS | MANAGEMENT ∙ REALTY ∙ MAINTENANCE ∙ LIFESTYLE; Florida; On-site; USD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a dedicated Community Assistant to support the community manager in managing relationships and overseeing daily operations. This role involves communication with homeowners and board members, assisting in maintaining community records, and ensuring proper management of amenities and common areas. With a focus on teamwork and excellent people skills, the position offers a supportive work environment and numerous benefits, including medical insurance and a matching 401k plan. If you are passionate about community management and eager to contribute positively, this is the perfect opportunity for you.

Benefits

Medical/Dental/Vision Insurance

Paid Time Off

401k Matching Plan

Employer Paid Life Insurance

Short and Long-Term Disability

Accidental Death and Dismemberment Plan

Qualifications

• Strong communication and people skills are essential for this role.
• Experience in property management or hospitality is preferred.

Responsibilities

• Assist the community manager in overseeing day-to-day operations.
• Communicate with homeowners, board members, and vendors.

Skills

People Skills

Team Building Skills

Conflict Management Skills

Written Communication

Verbal Communication

Problem Solving

Business Decision Making

Education

High School Diploma or Equivalent

AA or BA in Hotel/Hospitality or Property Management

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Vantaca

Computer

Office Equipment

Job description

Why is Access Management an Employer of Choice?

We believe in fostering a positive and supportive work environment that values our employees' well-being. If you're excited about the prospect of joining our team and experiencing these benefits firsthand, we invite you to apply today!

• Medical/Dental/Vision insurance - Percentage of premium covered by Access Management for all full-time positions
• 9 paid days off
• 40 hours PTO available after 90 days of employment
• 40 hours PTO available after 6 months of employment
• Matching 401k plan
• $15,000 Employer paid life insurance available for all full-time positions with option to purchase additional coverage
• Short and long-term disability available
• Accidental Death and Dismemberment Plan

The next step you take in your career is to check out our job description and submit your application - let's explore the possibilities together.

This position is responsible for assisting the community manager in managing the relationships with the Board of Directors, Developer, Homeowners, and Committees of the community, and overseeing the day-to-day operations of the association, amenities, common areas, and all other assets.

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.

Abilities and Skills required:

• Receive incoming phone calls/mail 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.
• Assist in maintaining the Community’s hard files and uploading files to websites, software, etc.
• Assist in adding / deleting homeowners, residents, and club employees to/from gate access.
• Keep accurate records of all gate transponders, parking passes, and give to Security company and order when supply is running low.
• Assist in conducting inspections of common areas of association property to ensure proper maintenance.
• Assist as necessary in processing and coding vendor invoices for payment in a timely manner.
• Communicate with homeowners, board members, and vendors and respond to concerns within the community’s policy.
• Assist in preparation of written weekly and monthly management reports, weekly community bulletins, and event bulletins.
• Attend and participate in monthly Board of Directors meetings, Annual meetings, Committee meetings, and Staff meetings as requested.
• Have the desire to be stable and carry out the vision of the board in the community.
• Hours will fluctuate depending on scheduling. Weekends and evenings may be required, and attendance at board meetings, staff meetings as needed.
• Assist Manager in drafting annual budget, read and understand monthly financial statements, explain delinquency procedures and reports.
• Set up and maintain new homeowners, send welcome packets within 24 hours of receiving closing documentation, post charges to account ledger, and provide check to accounts receivable by the end of every business day.
• Receive and process ARC Applications, respond to homeowner requests, and ensure complete application is received and submitted for approval to ARC/ACC committee as received.
• Must be able and willing to work a variety of hours in order to meet the requirements of the position, including evenings, weekends, and holidays if needed.

Additional Duties and 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.

Education & Experience
High School diploma or equivalent; AA or BA in hotel/hospitality or property management preferred.

Knowledge, Skills & Proficiencies
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Excellent people skills, team building skills, and conflict management skills.
• Strong knowledge of Microsoft Applications, especially Word, Outlook, and Excel. Knowledge of Vantaca a plus.
• Excellent written and verbal communication skills.
• Ability to make sound business decisions and work effectively with little or no supervision.
• Strong Problem Solving and Conflict Management skills.
• Ability to successfully work with a wide range of personnel including vendors, personnel, office staff, and all levels of management personnel.

Tools & Equipment
Computer, phone, cell phone, printer, office equipment.

Physical Requirements/Working Environment
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25lbs.
• Must be able to sit for extended periods of time.
• Must be able to stand for long periods of time and be able to freely move about the office and building.

Work Environment
The work environment characteristics are normal office conditions at an onsite community facility. This is a full-time position. There will be occasions when it is necessary to work various evenings, weekends, and holidays. Consistent and regular attendance required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

Disclaimer
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.