Community Association Manager

associacareers; Chicago (IL); On-site; USD 52,000 - 78,000; Full time

Job summary

Associa is seeking a Community Manager I to supervise the community association and serve as the primary liaison to homeowners, vendors, and board members. The role involves coordinating inspections, managing board communications, and ensuring alignment with policies and procedures.

You will prepare agendas, manage annual disclosures, and maintain accurate records in shared files, while supporting the Association's financial and operational objectives.

Qualifications

• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Strong customer service and communication abilities.
• Ability to maintain confidentiality and discretion.
• Effective time management and prioritization skills.
• Ability to work with homeowners, board members and vendors.

Responsibilities

• Attend board meetings, perform inspections, conduct walk-throughs and attend community events.
• Prepare agendas, update management reports, and compile Board meeting packages.
• Prepare annual disclosure packages, annual meeting notifications, and annual financial statement packages.
• Update homeowner information in C3 and shared files.
• Coordinate and oversee inspection of facilities and arrange follow-up actions.
• Supervise operation and administration per management agreement and policies.
• Act as liaison with Board and homeowners as needed.
• Oversee the AP process and procurement procedures.
• Review monthly financial reports and board summaries.
• Provide recommendations for major capital expenditures.
• Oversee ARB application processing and on-site inspections.

Skills

Microsoft Office

Customer service

Communication skills

Time management

Team player

Confidentiality

Attention to detail

Conflict resolution

Organization

Interpersonal skills

Education

Bachelor's Degree

Job description

A Community Manager I is responsible for providing the overall supervision of the community association. The Community Manager I interacts with internal and external customers including homeowners, vendors, board members and committee members, as well as Associa staff.

Essential Duties and Responsibilities

• Attend board meetings, perform inspections, conduct walk-throughs and attend community events as needed and per the management agreement.
• Prepare agendas, update management reports, and compile documents and copies for Board meeting packages.
• Prepare 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.
• Coordinate and/or oversee inspection of building facilities and/or common area, and arrange appropriate follow up actions as required.
• Supervise the operation and administration of the Association in accordance with management agreement and the Association's policies and procedures.
• Act as or oversee the primary liaison with the Association Board of Directors and homeowners as needed.
• Perform/direct administrative and management duties as requested by the Board of Directors and in accordance with the management agreement.
• Ensure Associa community management tools are being effectively developed and utilized such as annual calendar, action item list, resolution worksheets, timed agendas, RFP matrixes, committee charters, procurement procedures, FY operating budget, etc.
• Review monthly financial reports and ensure management summary is submitted to the association Board of Directors.
• Provide and/or oversee recommendations to the Association Board of Directors and committees regarding major capital expenditures as required to maintain the desired community appearance and operations.
• Oversee ARB (Architectural Review Board) application processing and perform on-site community inspections as necessary.
• Monitor corporate and client delinquency rates and collections process for account portfolio.
• Ensure Board of Directors is aware of legal actions involving the Association.
• Maintain unit and contract files relating to the operations of the Association.
• Manage routine and special project vendors including procurement as well as performance evaluation as contracted.
• Oversee Associa staff as contract provides.
• Oversee the AP process in accordance with Associa home office processes and procedures.
• Other duties as assigned.

• Proficiency in Microsoft Office products (Word, Excel, Outlook, etc.).
• 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.
• Proficiency in typical business correspondence (grammar, structure, punctuation, spelling, etc.).
• Proficiency in conflict resolution techniques.
• Professional customer service skills.
• Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.
• Ability to keep workspaces organized and maintained.
• Ability to interpret verbal and/or written instructions at a proficient level.
• Ability to self-motivate, be proactive, detail oriented and successfully function as part of a team.
• Knowledge of company policies, procedures, and forms
• Partner with multiple stakeholders, for example assistant community managers, vendors, peers, clients.
• 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 communicate effectively and professionally on phone, email, and in-person.
• Must be able to operate general office equipment (copier, fax, phone systems, etc.).

Education and Experience

• Bachelor's Degree preferred
• Community Association Experience preferred but not required

Working Conditions:

• Typical office environment
• Frequent social interaction