Assistant Community Association Manager

Associa; San Diego (CA); On-site; USD 34,000 - 40,000; Full time

Job summary

Associa is seeking an Assistant Community Manager to provide clerical and administrative support to the Community Manager(s) and homeowners in a fast-paced HOA environment. You will liaise with board members, vendors, and the Associa CSSC while maintaining accurate records in C3 and coordinating communications.

The role emphasizes detail-oriented office duties, coordination across teams, and timely preparation of meeting materials and notices. A strong customer-service background is important.

Qualifications

• Basic office and clerical duties to support Community Managers.
• Experience with community associations, real estate, or homeowners’ associations is helpful.

Responsibilities

• Update and file association documents for Community Managers and arrange document deliveries.
• Assist in preparing agendas, update management reports, and compile Board meeting packages.
• Assist in preparing annual disclosure packages, annual meeting notifications, and annual financial statement packages and mail within deadlines.
• Update homeowner and association information in C3 and shared files.
• Process and distribute mail, print, scan, and fax as needed.
• Assist Community Manager with ARB applications and on-site community inspections.
• Assist with issuing key fobs, pool passes and processing access keys.
• Prepare newsletters, flyers, and other documents to inform homeowners of maintenance or projects.
• Assist in monitoring delinquency rates and collections for portfolios.
• Assist with requests for proposals, repair quotes, and insurance notifications.
• Assist with updating property fact sheets in C3.
• Prepare homeowner CC&R violation letters and communicate hearings results within deadlines.
• Assist homeowners with Associa corporate programs including client enrollment.
• Other duties as assigned.

Skills

Microsoft Office

Customer Service

Communication

Organization

Discretion

Phone etiquette

Vendor coordination

Education

High School Diploma or GED

Tools

C3 system

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.

Essential Duties and Responsibilities

• 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 the 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 the 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.

Other Duties and Responsibilities

• 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.

What do we offer?

Associa offers a competitive benefits package to our full‑time employees, including medical, dental, and vision insurance, 401k, disability insurance, and support with wellness and development initiatives and more. We have been designated a Great Place to Work for six consecutive years and many of our locations have been awarded as Best and Brightest.

Compensation

$25.00/hr; direct experience highly considered.

Employment Type

Full Time

Requirements

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level


• Knowledge of communities, property, real estate and homeowners’ associations


• Knowledge of the role of the association board, the Community Association Manager, and how those roles interface with the requests of homeowners.


• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level


• Knowledge of conflict resolution techniques at a proficient level


• Professional customer service skills


• Ability to keep workspaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.


• Partner with multiple stakeholders, for example community managers, vendors, peers, clients.


• Ability to self-motivate, be proactive, detail oriented and successfully function as part of a team.


• Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.


• Knowledge of company policies, procedures, and forms.


• Must be able to work effectively with others in person and in group setting


• Must be able to prioritize, manage time, and meet deadlines.


• Must be able to interpret verbal and/or written instructions at a proficient level.


• Must be able to communicate effectively and professionally on phone, email, and in-person.


• Must be able to operate general office equipment (copier, fax, phone systems, etc.).

Education and Experience

• High School Diploma or GED Required


• 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

Company Description

With more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 45 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com .

Our Story

Our Culture

Benefits and Perks

Employer Privacy Policy

EEO is the Law

ADP Privacy Statement

Artificial Intelligence

Google Privacy Policy

Google Terms of Service