Assistant Community Manager

Access Management; Chicago (IL); On-site; USD 35,000 - 55,000; Full time

Job summary

Access Management is seeking an Administrative Support professional to join their team in Chicago, IL. The role encompasses a variety of administrative duties including managing communications, supporting Managers, and helping organize board meetings. Ideal candidates will possess strong communication and organizational skills, with a commitment to delivering professional service in support of homeowner needs.

Benefits

Medical/Dental/Vision insurance

Matching 401k plan

$15,000 Employer paid life insurance

Paid time off

Qualifications

• Experience in administrative support or similar roles.
• Ability to handle communications professionally.
• Proficiency in Microsoft Office or similar tools.

Responsibilities

• Provide administrative and clerical support to Managers.
• Maintain schedules, calendars, and files.
• Communicate effectively with homeowners and board members.

Skills

Communication

Organization

Attention to Detail

Education

High School Diploma or equivalent

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 in your career is to check out our job description and submit your application—let's explore the possibilities together.

Job Summary

Provides administrative and clerical support to Community or Portfolio Managers in all areas. Serves as the contact for all Homeowners and Board Members. Performs all duties in accordance with Access Management’s policies, processes, and procedures and within the management philosophy.

The listed duties are typical examples of the work performed by positions in this job classification. Not all duties are assigned to every position, nor is it expected that all duties will be performed by each individual.

• Receive incoming phone calls/emails and respond as directed or appropriate.
• Draft and send professional correspondence to homeowners, board members, committee members, vendors, etc. (in various formats – letters, emails, etc).
• Fill in for receptionist as needed.
• Maintain the Portfolio Managers' schedule, calendar, and files.
• Assist in maintaining the Community’s hard files and uploading files to Vantaca.
• Keep a spreadsheet of all ARC applications and their status, and provide correspondence to committee members and homeowners within 24 hours.
• Communicate with managers regarding the status of ARC Applications with a minimum of weekly contact.
• Assist in updating the Community website, including syncing Connect with the website and adding monthly committee and board agendas and minutes.
• Send out email blasts as requested by the Manager and Board.
• Update HOA contact and Board/Committee information with current details.
• Assist in preparing and organizing materials for all board meetings.
• Respond to homeowner and/or Board inquiries professionally, efficiently, and promptly.
• Serve as the staff liaison for the ARC and Landscape Committees.
• Manage ARC submissions, process payments, attend meetings, draft agendas and minutes, and follow up with homeowners.
• Assist in creating, printing, and mailing the quarterly newsletter.
• Assist in processing the recording of ballots for annual meetings/elections.
• Work with the Community’s Inspector on violation processes when required.
• Assist in developing and monitoring the operating budget for facilities maintenance.
• Help organize Annual, Budget, Board, Election, and Special meetings within legal requirements.
• Document all homeowner requests and process accordingly.

Additional Responsibilities

• Adhere to Access Management’s Service Standards.
• Conduct business ethically and professionally at all times.
• Perform or assist with operations to maintain workflow and meet schedules.
• Participate in meetings and work groups to communicate issues, obtain approvals, resolve problems, and stay informed on policies and regulations.
• Follow all safety precautions while performing work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any special projects, tasks, or duties as assigned.