Assistant Community Manager

Associa; Houston (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Associa is seeking an Assistant Community Manager in Houston, TX to provide clerical and administrative support to the Community Manager(s) and help co-manage accounts. You will liaise with homeowners, vendors, board members, and staff to ensure smooth operation and effective communication across communities.

Strong organization and customer service skills are essential. Responsibilities include preparing meeting materials, updating reports, assisting with annual disclosures, and coordinating

Qualifications

• High School Diploma or GED required.
• Associate's Degree strongly preferred.
• At least one year of Customer Service experience required.
• Experience in Community Association Management or related field preferred.

Responsibilities

• Assist in building agendas, update management reports, and draft minutes for Board meeting packages.
• Assist in compiling annual disclosure packages, annual meeting notices, and annual financial statements within statutory timeframes.
• Assist Community Manager with architectural application processing.
• Assist with issuing key fobs, pool passes, and processing access keys.
• Travel to client associations to attend board meetings, inspections, and community events as needed.
• Act as liaison with homeowners and coordinate communication with vendors and the CSSC.
• Coordinate and oversee inspection of facilities and common areas and arrange follow-up actions.
• Ensure management tools (calendars, action lists, agendas, budgets) are developed and utilized.

Skills

Customer service

Office software

HOA knowledge

Vendor coordination

Education

High School Diploma or GED

Associate's Degree preferred

Tools

Microsoft Office

Job description

The Assistant Community Manager is responsible for providing clerical and administrative support to the Community Manager(s), while co-managing accounts. The Assistant Community Manager is the liaison to the Community Manager(s) and homeowners primarily, but will also 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. The Assistant Community Manager is responsible for providing the overall supervision of a few accounts, with the assistance of a Community Manager.

Essential Duties and Responsibilities

• Assist in building agendas, update management reports, compile documents and copies for Board meeting packages, handle action item lists and draft minutes.
• Assist in building annual disclosure packages, annual meeting notifications, and annual financial statement packages for all homeowners and of same within the time frames set by state statute or governing documents.
• Assist Community Manager with architectural application processing.
• Assist with issuing of key fobs, pool passes and processing access keys.
• Travel to client associations in order to attend board meetings, perform inspections, conduct walk-throughs, and attend community events as needed and per the management agreement.
• Act as or oversee the primary liaison with homeowners as needed.
• Update management reports, and compile documents and copies for Board meeting packages.
• Coordinate and/or oversee inspection of building facilities and/ or common areas and arrange appropriate follow up actions as requires.
• Attend community events as needed per the management agreement.
• Ensure Associa community management tools are being effectively developed and utilized, such as annual calendar, action item list, agendas, RFP matrixes, committee charters, procurement procedures, FY operating budget, etc.
• Other duties as assigned, including the Senior Assistant Community Manager checklist.

Other Duties and Responsibilities

• Prepare newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings, etc. for Administrative Assistant distribution.
• Assist Community Manager with requests for proposals, repair quotes, insurance notifications.
• 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. Provide verbiage and rules to Administrative Assistant.
• Perform on-site community inspections as necessary.
• Manage routine and special project vendors, including procurement as well as performance evaluation as contracted.
• Co-manage up to 2-3 accounts with the assistance of the Community Manager, if applicable.
• Other duties as assigned. Including the Senior Assistant Community Manger checklist.

Knowledge and Skills

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

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education and Experience

• High School Diploma or GED Required
• Associate's 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.
• Use of personal vehicle.

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 48 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.