Assistant Community Manager

associacareers; Hilton Head Island (SC, GA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401k

Disability insurance

Wellness and development initiatives

Job summary

Associa is seeking an Assistant Community Manager to provide clerical and administrative support to the Community Manager(s) and act as liaison to homeowners and stakeholders. The role involves managing documents, board package preparation, notices, and communications with homeowners.

Responsibilities include handling mail, updating records in C3, assisting with ARB processes, and coordinating with vendors, board members, and CSSC staff. Strong MS Office skills and customer service are essential.

Qualifications

• High School Diploma required; Associate degree preferred.
• At least 1 year of customer service experience.
• Experience in community association management or related field preferred.
• Proficient in Microsoft Office; strong business correspondence skills.
• Ability to handle high call volumes and coordinate with multiple stakeholders.

Responsibilities

• Provide clerical and administrative support to the Community Manager.
• Update and file association documents and prepare board meeting packages.
• Assist with annual disclosure packages, notices, and financial statements.
• Process mail, print jobs, scanning, and general office tasks.
• Support ARB applications, on-site inspections, and property fact sheets.
• Prepare newsletters and communications for homeowners.
• Monitor delinquency rates and assist with collections processes.
• Coordinate vendor communications and assist with RFPs and quotes.

Skills

Customer service

Conflict resolution

Organization

Time management

Communication

Team collaboration

Education

High School Diploma

Associates Degree preferred

Tools

Microsoft Office

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.

What do we offer?

We offer 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 Great Place to Work for six consecutive years and many of our locations are awarded as Best and Brightest.

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 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 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.
• 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 statutes or governing documents as needed.
• Assist homeowners with Associa corporate programs (website, portals, etc.) including client enrollment.
• Other duties as assigned.

Knowledge and Skills

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level
• 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 Required
• Associates Degree strongly preferred
• 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
• Frequent social interaction

• Proficiency in Microsoft Office (word, excel, outlook)
• Experience in Community Management, customer service, hospitality or other related industry.
• Proficiency in typical business correspondence (grammar, structure, punctuation, spelling, etc.).
• Proficient in Customer Service and conflict resolution
• Able to work effectively with others in person and in group setting
• Able to prioritize, manage time, and meet deadlines.
• Able to communicate effectively and professionally on phone, email, and in-person
• CMCA preferred, but can be obtained within the first year of employment
• Must have reliable transportation
• Must be able to pass background and drug test