Assistant Community Association Manager

Associa; Schaumburg (IL); On-site; USD 42,000 - 64,000; Full time

Job summary

Associa is seeking a Full-time Assistant Community Association Manager to support residential community managers in daily duties, including responding to homeowner inquiries, managing documents, and coordinating meetings. The role requires proficiency in Office 365, SharePoint, and strong organizational and communication skills.

The ideal candidate will handle multiple tasks, draft notices and letters, and assist with clubhouse rentals and vendor communications while maintaining accurate records

Qualifications

• Experience supporting community managers in a residential setting.
• Proficiency in Microsoft 365 applications (Outlook, Word, Excel) and SharePoint.
• Excellent organizational, oral, and written communication skills.
• Ability to multitask efficiently and accurately.

Responsibilities

• Assist community managers with daily duties and inquiries.
• Handle walk-in/calls/emails from homeowners and residents.
• Manage documents and Excel spreadsheets; proactive follow-up.
• Generate letters, notices, and mailing tasks.
• Coordinate meeting proxies and prepare documents.
• Manage access to pool tags, keys, passes; maintain records.
• Book meeting rooms and assist with clubhouse rentals.
• Proofread documents and update databases.
• Draft letters to vendors and homeowners.
• Answer calls for managers when they are away.

Skills

O365 proficiency

Strong communication

Organization skills

Multitasking

Written communication

Tools

SharePoint

OneDrive

Outlook

Excel

Word

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

Will work closely and directly for individual residential community association managers to assist/support them on day-to-day duties including, but not limited to, the following:

• Walk-in/Calls/Emails - Answer homeowner and residents’ questions regarding their Association including but not limited to the Association’s Rules, Amendments, Architectural Change Requests, Violation Notices, Chargebacks)
• Answer questions from real estate agents and appraisers via phone calls or emails
• Collect various owner documents/forms and track them through an Excel Spreadsheet. Proactive routine follow-up for document requests; must be timely without verbal reminders from staff.
• Generate Letters, Notices and supporting documents, copy/stuff/postage mailing to all unit owners or prepare for outsourcing.
• Collect Annual Meeting proxies and prepare documents for the meeting to be given to the property manager.
• Copy/Stuff/Postage Mailings to individual unit owners on a regular basis.
• Generate violation letters accurately and efficiently
• Run reporting out of database as requested.
• Issue pool tags/cards/fobs, building/storage keys, transmitters/remotes, parking stickers/passes. Recorded in software or spreadsheet as required.
• Book meeting rooms for community managers when requested.
• Assist clients with clubhouse rentals and paperwork/requirements
• Proofread manager's documents/reports, letters, notices
• Create & Update Excel spreadsheets as needed
• Draft letters to vendors and homeowners
• Scanning records, filing electronically and updating database
• Filing of any hard copy documents on a weekly basis.
• Answer calls for community managers when they are out of the office for the day/week
• Cover Reception Desk (answer/transfer incoming calls; assist walk-in guests) as requested
• Additional clerical/requested tasks as needed from the community managers you will support

The ideal candidate will possess:

• Proficiency in O365 (Outlook,Word,Excel), SharePoint, One Drive.
• Positive and welcoming attitude;
• Must be able to handle difficult residents in a professional and positive manner;
• Strong organizational, oral, and written skills;
• Ability to multitask efficiently and accurately;
• Experience working in Community Management Industry a positive

Requirements

Full-time Assistant Community Association Manager

Will work closely and directly for individual residential community association managers to assist/support them on day-to-day duties including, but not limited to, the following:

• Walk-in/Calls/Emails - Answer homeowner and residents’ questions regarding their Association including but not limited to the Association’s Rules, Amendments, Architectural Change Requests, Violation Notices, Chargebacks)
• Answer questions from real estate agents and appraisers via phone calls or emails
• Collect various owner documents/forms and track them through an Excel Spreadsheet. Proactive routine follow-up for document requests; must be timely without verbal reminders from staff.
• Generate Letters, Notices and supporting documents, copy/stuff/postage mailing to all unit owners or prepare for outsourcing.
• Collect Annual Meeting proxies and prepare documents for the meeting to be given to the property manager.
• Copy/Stuff/Postage Mailings to individual unit owners on a regular basis.
• Generate violation letters accurately and efficiently
• Run reporting out of database as requested.
• Issue pool tags/cards/fobs, building/storage keys, transmitters/remotes, parking stickers/passes. Recorded in software or spreadsheet as required.
• Book meeting rooms for community managers when requested.
• Assist clients with clubhouse rentals and paperwork/requirements
• Proofread manager's documents/reports, letters, notices
• Create & Update Excel spreadsheets as needed
• Draft letters to vendors and homeowners
• Scanning records, filing electronically and updating database
• Filing of any hard copy documents on a weekly basis.
• Answer calls for community managers when they are out of the office for the day/week
• Cover Reception Desk (answer/transfer incoming calls; assist walk-in guests) as requested
• Additional clerical/requested tasks as needed from the community managers you will support

The ideal candidate will possess:

• Proficiency in O365 (Outlook,Word,Excel), SharePoint, One Drive.
• Positive and welcoming attitude;
• Must be able to handle difficult residents in a professional and positive manner;
• Strong organizational, oral, and written skills;
• Ability to multitask efficiently and accurately;
• Experience working in Community Management Industry a positive

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.