Assistant General Manager

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

Job summary

Associa is seeking an energetic, on-site Administrative/General Manager Assistant to support a busy on-site management office in Menifee, CA. The role focuses on administrative tasks and liaison work with homeowners, board members and vendors to ensure smooth operation of the association.

The AGM will perform a wide range of duties including data updates, mail handling, correspondence preparation, basic accounting tasks, and board meeting support.

Qualifications

• Proven ability to communicate clearly in writing and verbally.
• Strong organizational and time-management skills.
• Ability to work well with homeowners, board members and vendors.
• Comfort with handling multiple tasks and deadlines.

Responsibilities

• Field and respond to inquiries via phone, email, or in person; follow through on requests.
• Update homeowner and association information in C3 and shared files.
• Process mail and prepare correspondence for association business.
• Perform general office support and light accounting tasks (A/P, A/R).
• Schedule and assist with board meetings and prepare meeting materials.

Skills

Communication skills

Organization

Team collaboration

Multitasking

Tools

Microsoft Office

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

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

Requirements

• 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.

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.