Assistant Community Manager

Associa; San Diego (CA); On-site; USD 28,000 - 40,000; Full time

Job summary

Associa in San Diego, CA is seeking an Assistant Community Manager to provide clerical and administrative support to the Community Manager and homeowners, acting as liaison with vendors, board members and the CSSC, ensuring documentation and reporting are accurate and timely.

Responsibilities include updating documents, assisting in board meeting materials, preparing newsletters, handling mail and print jobs, supporting ARB applications, and helping monitor delinquency and collections.

Qualifications

• High school diploma or GED required.
• Associate's degree is strongly preferred.
• Minimum one year of customer service experience.
• Experience in community associations or property management is a plus.
• Proficient in Microsoft Office and basic clerical tasks.

Responsibilities

• Update and file association documents for Community Managers.
• Assist in preparing agendas, update management reports, and board meeting packages.
• Prepare annual disclosure packages and annual meeting notices.
• Update homeowner and association information in C3 and shared files.
• Process mail, print jobs, scanning, and general office support.
• Assist Community Manager with ARB applications and on-site inspections.
• Assist with issuing key fobs, pool passes, and access keys.
• Prepare newsletters, flyers, and notices to inform homeowners.
• Monitor client delinquency rates and collections.
• Assist with proposals, repair quotes, and insurance notifications.

Skills

Customer service

Office organization

Communication skills

Multitasking

Professionalism

Education

High School Diploma or GED

Associate's Degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

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

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.

• 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.
• Assist with issuing of key fobs, pool passes and processing access keys
• 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 statues or governing documents as needed.
• Assist homeowners with Associa corporate programs (website, portals, etc.) including client enrollment.
• Other duties as assigned.

Compensation

$25.00/hour;direct experience highly considered.

Employment Type

Full-time

Work Location

9610 Waples St. San Diego, CA 92121

Requirements

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level
• Knowledge of communities, property, real estate 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
• 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.).
• High School Diploma or GED 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 interactions

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.