Assistant Community Manager

FirstService Residential; San Francisco (CA); On-site; USD 41,000 - 44,000; Full time

Benefits offered by this job

Medical/Dental/Vision

401K match

Paid time off

Tuition reimbursement

Pet insurance

Flexible spending account

Health savings account

Domestic partner coverage

Job summary

FirstService Residential is seeking an Assistant Community Manager to support a team across several residential communities. The ACM will handle administrative duties, generate reports, process architectural applications, issue work orders, and respond to client calls daily.

The role requires strong organization, reliable transportation, and proficiency with MS Office. You will work closely with homeowners, board members, and CM staff to ensure smooth operations across properties.

Qualifications

• Must have a GED or high school diploma.
• Ability to manage multiple communities and respond to client needs in a timely manner.
• Proficient in MS Office (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Take client calls, manage work orders, and interact with vendors to resolve client matters.
• Update reports for board packets within provided timelines.
• Coordinate with Community Managers to prepare monthly calendars and deadlines.
• Process arch/architectural submissions and assist with mail handling and document management.

Skills

Deadline management

Professionalism

Reliable transportation

Communication skills

Problem solving

Typing 40 WPM

Team collaboration

Education

GED or high school diploma

Tools

Microsoft Office

Job description

Job Overview

An Assistant Community Manager (ACM) supports a team of community management staff through timely completion of assigned administrative and project duties. This position will include handling several communities, which will involve working closely with different departments, homeowners, and Board Members. An ACM generates reports, processes architectural applications, issues work orders, and handles client phone calls on a daily basis.

Compensation

Compensation: $30-32/hr

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Your Responsibilities

• Take client calls, manage work order process, interact with vendors, and resolve client matters.


• Update and produce requested reports for board packets in a clean, orderly, and professional fashion within timeline provided by Community Manager and/or Supervisor.


• Provide "Buddy System" backup for assigned buddy during absences.


• Maintain, and update accurate back-up binder.


• Consistent use and maintenance of FSR Connect, including, but not limited to; Violation, Work Order, Architectural, Task, and Calendar modules, Property Call Log, "Info Center", and Community Profile as needed.


• Coordinate with assigned CM's to prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings.


• Assists with obtaining RFP proposals, such as Reserve Analyst, Audit/Taxes, small projects and comparison proposals.


• Assist with reviewing, input, separate and handle mail for assigned CMs.


• Fax and/or scan and email documents as requested by CMs.


• Coordinate meeting logistics as required.


• Submit charge-backs for association(s) via chargeback systems, including but not limited to violation fines, and architectural submission fees per the client's management contract.


• Manage parking stickers, hang tags, amenity keys, fobs, and reservations, website, safe listing for assigned properties, and administration of gate access software.


• Manage, and process homeowner amenity and/or security deposits, and refunds.


• Conduct occasional community walkthroughs if approved by Regional Director or VP.


• Organize and maintain homeowner and administrative files and perform annual association file cleanout in accordance with company standardized document retention policy, or at the direction of the CM.


• Maintain and upload documents to Association Documents and Record Center (ADRC)/Connect as requested by CM, or Supervisor per company policy.


• Assist with Newsletter completion and collection articles.


• Assist CM in all administrative duties, including, but not limited to; scanning, copying, and emailing of documents as a backup to the Administrative Staff where assistance is deemed necessary by Supervisor.


• Maintain an organized workspace according to company procedures.


• Greet clients as appropriate.


• Complete company training as assigned, attend all mandatory company functions and adhere to FirstService Residential operational procedures.


• Manage client meetings, site visits, meeting follow-up, violation communication and overall processes for addendum accounts as assigned.


• Manage violation module, and issue written correspondence for non-addendum accounts at the direction of the CM.


• Conduct regular touch base meetings with CM representatives.


• Complete payroll entries each day in accordance with employee handbook.


• Must have reliable transportation and be able to drive to other work locations.


• Other duties as assigned.


• Practice and adhere to FirstService Residential Global Service Standards.


• Conduct business at all times with the highest standards of personal, professional and ethical conduct.


• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.


• Ensure all safety precautions are followed while performing the work.


• Follow all policies and Standard Operating Procedures as instructed by Management.


• Perform any range of special projects, tasks and other related duties as assigned.

Skills & Qualifications

• Ability to work under tight deadlines and consistently meet deadlines.


• Exhibit professionalism, professional attire and demeanor at all times.


• Maintain reliable transportation to assigned clients.


• Demonstrates effective communication skills consisting of oral, written and listening skills.


• Demonstrates problem-solving abilities.


• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.


• Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and Power Point.


• Demonstrates organizational skills and ability to independently prioritize daily workload.


• Must have minimum typing speed of 40 WPM.


• Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds.

Education & Experience

• Must have a minimum of a GED or a high school diploma.

Physical Requirements And Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25 lbs.


• Must be able to sit for extended periods of time.


• Must have finger dexterity for typing/using a keyboard.


• Talking and hearing occur continuously in the process of communicating with guests, supervisors, vendors and our clients.


• Valid California Driver's License and State mandated vehicle insurance, and registration.


• Ability to walk extensive slope and/or flat association areas and visually review landscape, building areas, recreation facilities, parks etc. to ensure proper maintenance.


• Ability to work late into evenings as required for board meeting attendance.

This is a full-time position with typical scheduled hours. May be required to work overtime as needed and approved by supervisor, including occasional evening meetings. Consistent and regular attendance required.

Hours over and above normal office hours will occur, including evenings and holidays. Schedule is subject to change based on business needs.

Tools & Equipment Used

• General office equipment

Travel

• Limited if needed

What We Offer

• Medical, dental, and vision plans (full time and those working 30+ hours)


• Part time 20+ hours qualify for dental and vision


• 401K match


• Time off including vacation, sick, and company paid holidays


• Pet insurance available


• Tuition reimbursement


• Legal services


• Free emotional wellbeing and daily life assistance support for all associates


• Domestic partner coverage


• Health savings account


• Flexible spending account

About Us

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

To learn more about our company and culture, please visitwww.fsresidential.com/california

Disclaimer

The above information in 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.

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.

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 requirements. 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.