Assistant General Manager

associacareers; Menifee (CA); On-site; USD 28,000 - 41,000; Full time

Job summary

Associa- The Prescott Companies in Menifee, CA seeks an energetic Assistant General Manager (AGM) to support on-site management and HOA operations. You will liaise with the General Manager, homeowners, vendors, and the CSSC to ensure smooth daily activities and accurate documentation.

The role emphasizes customer service, organization, and attention to detail, performing office tasks, accounting duties, coordinating meetings, and assisting with annual disclosures and board packages as needed.

Qualifications

• Strong communication and customer service skills.
• Ability to manage multiple tasks with attention to detail.
• Experience supporting property management or association operations preferred.

Responsibilities

• Answer homeowner, board member, and vendor inquiries via phone, email, or in person.
• Update homeowner and association information in C3 and shared files.
• Process mail and organize correspondence for association business.
• Assist with accounts payable/receivable and invoice coding.

Skills

communication

teamwork

Tools

Microsoft Office

Job description

Associa- The Prescott Companies is looking for energetic, passionate, personable, and detail-oriented professionals to join our growing team. The right candidate will embrace change, celebrate innovation, and have an unwavering passion for providing extraordinary customer service to our valuable clients.

Position Description:

The AGM will assist the on-site management office with a wide variety of administrative and staff support services. Perform office work directly related to property management and general business operations of the association. One will act as a liaison to the General Manager and homeowners primarily, but will also occasionally interact with vendors, board members and committee members, as well as staff at the Associa Client SharedService Center (CSSC)

Job Duties and Responsibilities include but are not limited to:

• Field and respond promptly to homeowner, Board member and vendor inquiries via phone, e-mail, TownSQ Requests, letter, and/or in person; follow through on various requests.
• Updates homeowner and association information in C3 and shared files.
• Process and distribute incoming and outgoing mail for the on-site management office and Association.
• Prepare and organize correspondence relating to association business.
• Process print jobs, scanning and faxing as general office support when needed.
• Perform various general accounting duties, including some A/P, A/R, coding of invoices and billing.
• Submits and follow-up on work orders
• Attend Board meetings (as requested)
• Be familiar with association governing documents and Board policies and procedures.
• Assist Committee Chairpersons as needed
• Assist General Manager in preparing agendas, update management reports, and compile documents and copies for Board meeting packages.
• Assist General Manager in preparing annual disclosure packages, annual meeting notifications, annual election ballots, age verification (every two years) 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.
• Assist General Manager & Assistant General Manager with property inspections for services needed, prepare work lists, and schedule repairs when required/approved.
• Assist General Manager in preparation of Design Review Committee architectural, design, and landscape applications, committee agendas, application binders, meeting minutes, and compliance letters; enter pertinent data into computer C3 program and update files in shared drive.
• Assist General Manager in obtaining bids from vendors for maintenance issues.
• Assist General Manager in keeping new homeowner welcome packets up to date. Assist in conducting monthly new homeowner orientations as needed.
• Assist homeowners in registering on TownSQ.
• Prepare newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings, etc.
• Assist in registering key fobs for homeowners.
• Assist in the set up and break down for Board of Directors, Committee meetings, and social activities as needed.
• Keep work space organized and maintained; alert General Manager of low supplies and assist in supply stocking and distribution.
• Participate in Associa training including Associa University webinars, etc.
• While the list above is an extensive list of job responsibilities, it is expected that an individual in this position is hands on and flexible in performing, assisting, and/or supervising any necessary task that is requested by our client and/or the General Manager. Management reserves the right to add, modify, change, or rescind the work of different assignment positions.
• Other duties as assigned.

Compensation:

$20.00 - $30.00/hour;direct experience highly considered.

Employment Type:

Full-time

Work Location:

30416 Laguna Vista Drive Menifee, CA 92584

• Ability to use Microsoft Office software (Word, Excel, Outlook, Publisher, etc.) at a proficient level.
• Knowledge of general office equipment (copier, fax, phone systems, etc.).
• Ability to communicate orally and in writing with owners, residents, volunteer leaders and contractors.
• Ability to maintain a positive, cordial, businesslike relationship with owners, residents, contractors, and the general public.
• Ability to perform administrative tasks, work without supervision, and work cooperatively with other staff members.
• Knowledge of conflict resolution techniques at a proficient level
• Knowledge of company policies, procedures and forms.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Self-motivated, proactive, detail oriented and a team player.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.