Assistant Community Association Manager, Portfolio

FirstService Residential; Hoffman Estates (IL); Hybrid; USD 55,000 - 60,000; Full time

Benefits offered by this job

Comprehensive benefits

401(k) with company match

Paid time off and holidays

Job summary

FirstService Residential in Illinois seeks an Assistant Community Association Manager to support the Portfolio Department. You will triage urgent issues, manage income/expense administration, and handle resident relations from a hybrid work setup (on-site 3 days/week, 2 days at Hoffman Estates).

The role requires collaboration, strong communication, and the ability to multi-task while ensuring compliance with governing documents. Benefits include comprehensive plans and retirement options.

Qualifications

• Associate’s degree or higher in Business, Real Estate, or a related field from an Accredited University, preferred.
• Community management experience preferred.
• Active Illinois CAM license preferred; if not active, must obtain within 30 days of employment.

Responsibilities

• Serve as primary contact for emergencies during business hours and coordinate responses.
• Document actions, maintain records, and prepare summary reports for CAM.
• Process accounting and administrative forms for emergencies, service requests, and transactions.
• Organize homeowner and administrative files according to procedures.
• Communicate with residents about work orders and liaise with vendors to ensure timely work.
• Assist onboarding of new clients and internal property transitions.
• Maintain high service levels and respond to client communications within one business day.
• Update association and management reports as directed.
• Coordinate moves, deliveries, and elevator use, including move fees and insurance proof.

Skills

Excellent communication

Multi-tasking

Team collaboration

Education

Associate’s degree or higher in Business, Real Estate, or related field

Active Illinois CAM license preferred

Job description

Description

Job Overview:

As an Assistant Community Association Manager, you'll be responsible for supporting the Community Association Managers of the Portfolio Department through timely completion of assigned administrative and project duties. You will hold expertise in the areas of triaging urgent issues during business hours, income/expense management and administration, and resident relations.

This is a hybrid role that reports to an onsite property in the northern suburbs of Chicago, IL, 3 days per week. 2 days per week, you will report to our suburban corporate office located in Hoffman Estates, IL.

Your Responsibilities

• Primary contact for emergency service calls during business hours, receiving, triaging, and coordinating appropriate responses in accordance with community procedures and governing documents.
• Accurately document all emergency calls and actions taken, maintain organized records, and prepare summary reports to be shared with the CAM.
• Complete and process required accounting and administrative forms related to emergencies, service requests, move fees, deposits, and other association transactions, ensuring accuracy and timeliness.
• Organize and maintain homeowner and administrative files in accordance with company standardized hard copy and electronic system.
• Communicate with residents regarding work orders, account questions, and other similar requests. Communicate with external vendors and contractors to ensure the timely completion of work orders and scheduled capital improvements. Coordinate with Resident Services and manager to ensure proper follow-up and close out of all resident work orders and inquiries.
• Assist with onboarding new clients as well as internal property transitions.
• Maintain a level of service excellence in all interactions with residents, vendors, staff, and colleagues with knowledge and enforcement of the Community Governing Documents. Respond to client communications and address issues within one business day.
• Update and generate required association and management reports as instructed by the Community Manager.
• Assist in managing all moves, deliveries, staging, and resident contractors for elevator use, utilizing move calendar, including collection of move fee and deposit, and obtaining appropriate documents and proof of insurance.
• Utilize Connect Resident Alert feature and Mass Communication Tool in order to keep homeowners apprised of Association activities and important updates.
• Monitor and address resident disputes as required and build a positive relationship between residents and management team.
• Miscellaneous admin tasks as needed, including preparing meeting notices, writing mass communications, coordinating vendor access to properties, assembling mailers, and conducting invoice research.
• In accordance with the Illinois Condo Act and FirstService Residential policies, comply with all codes and regulatory requirements for the property, including assessing and correcting any violations received by various regulatory agencies.

Skills & Qualifications

• Associate’s degree or higher in Business, Real Estate, or a related field from an Accredited University, preferred. Candidates with equivalent education or experience encouraged to apply.
• Community management experience or equivalent professional experience in a related field strongly preferred.
• Active Community Association Manager license in the state of Illinois strongly preferred. If license is not active, must be able to obtain an Illinois Community Association Manager license within 30 days of employment.
• Works effectively with coworkers, clients, customers, and others by sharing ideas in a constructive and positive manner; addresses problems and issues constructively to find mutually acceptable and practical business solutions.
• Must possess a high energy attitude and an ability to multi-task/prioritize different projects at any given time.
• Superior oral and written communication skills.
• Ability to work with sensitive or confidential information.

What We Offer

As a full-time associate, you will be eligible for full comprehensive benefits including your choice of multiple medical plans, dental, vision, life insurance, short-term and long-term disability, legal, identity theft, and pet insurance. You will also be eligible for company-paid life insurance and benefits from our employee assistance program. In addition, you will be eligible for paid time off, paid holidays, tuition reimbursement, and a 401(k) with company match.

Compensation

$ 55000 - $ 60000 / year

Disclaimer Statement

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.

Automated Employment Decision Tool (AEDT) Usage:

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed:

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations:

Candidates who require an alternative selection process or a "reasonable accommodation," as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144:

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.