Community Manager Assistant

Associa; Honolulu (HI); On-site; USD 42,000 - 60,000; Full time

Job summary

Associa is seeking a Community Manager Assistant to provide administrative support to CAMs and lead the CMA team. The role requires strong organizational and office skills, with responsibilities spanning board packets, meeting coordination, mailouts, and budget processing.

The candidate should be highly organized, proactive, and capable of handling multiple CAM requests in a fast-paced environment. Ideal applicants will have a HS diploma or GED, with an Associates degree preferred, and 0–3 years

Qualifications

• Knowledge of general office equipment (copier, fax, phone systems).
• Proficient with Outlook, Word, and Excel.
• Ability to learn proprietary systems quickly and efficiently.
• Professional communication skills (phone, interpersonal, written, verbal).
• Self-motivated, proactive, detail oriented and a team player.

Responsibilities

• Review current processes and recommend procedural or policy changes to improve operations.
• Arranges coverage for CMAs that are out of office.
• Send Email blasts, TownSq notices, and faxes per CAM request.
• File association correspondence into vault and F drive per CAM request.
• Prepare and send Board Meeting packets per CAM request.
• Conduct Board Meeting Quorum calls per CAM request.
• Order Pizza or Subway sandwiches for Board Meetings per CAM request.
• Complete all mailouts per CAM request (printing, stuffing, posting).
• Utilize USPS, Certified, FedEx, or UPS per CAM direction.
• Charge violations, mail, and process admin. charges.
• Extract monthly financials from vault, create long, short, and watermarked versions.
• File to F drive, post to TownSq, print, mail, and/or email to BOD.
• Update C3 Association Facts, notes, and popups as needed.
• Input written consents into the annual meeting program (AMP).
• Upon receipt of letters and written consent forms from CAM, complete mailout to owners.
• Upon receiving HO6 from homeowners; Scan, Document in C3, e-file, and send to insurance agent.
• Process annual budget for assigned CAMs (assemble, print, mail, and e-file).
• Receive Annual Meeting dates/times/locations from CAMs to prepare informal (75-day notice), formal (45-day notice) packet, AMP file, and folder preparation for each annual meeting.
• Receive and track all proxies, providing quorum counts to CAM.
• Attend Annual Meetings as scheduled, to register owners, and tally all votes.
• Receive changes to Board Roster from CAM, and update in C3.
• Process Condominium Association Biennial Registration for assigned CAMs properties (every odd year).
• Keeps work spaces organized and professional.
• Other duties as assigned.

Skills

Professional communication

Time management

Detail oriented

Team player

Education

High School diploma or GED

Associates Degree Preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

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 Community Manager Assistant is responsible for providing administrative support to their assigned Community Association Managers (CAMs). They lead, train, and manage their CMA team. The CMA must possess leadership and management abilities, must be extremely organized, possess supreme office skills, and have a positive attitude.

• Review current processes and recommend procedural or policy changes to improve operations
• Arranges coverage for CMAs that are out of office
• Send Email blasts, TownSq notices, and faxes per CAM request
• File association correspondence into vault and F drive per CAM request
• Prepare and send Board Meeting packets per CAM request
• Conduct Board Meeting Quorum calls per CAM request
• Order Pizza or Subway Sandwiches for Board Meetings per CAM request
• Complete all mailouts per CAM request (printing, stuffing, posting)
• Utilize USPS, Certified, FedEx, or UPS per CAM direction
• Charge violations, mail, and process admin. charges
• Extract monthly financials from vault, create long, short, and watermarked versions
• File to F drive, post to TownSq, print, mail, and/or email to BOD
• Update C3 Association Facts, notes, and popups as needed.
• Input written consents into the annual meeting program (AMP)
• Upon receipt of letters and written consent forms from CAM, complete mailout to owners
• Upon receiving HO6 from homeowners; Scan, Document in C3, e-file, and send to insurance agent
• Process annual budget for assigned CAMs (assemble, print, mail, and e-file)
• Receive Annual Meeting dates/times/locations from CAMs to prepare informal (75-day notice), formal (45-day notice) packet, AMP file, and folder preparation for each annual meeting
• Receive and track all proxies, providing quorum counts to CAM
• Attend Annual Meetings as scheduled, to register owners, and tally all votes
• Receive changes to Board Roster from CAM, and update in C3
• Process Condominium Association Biennial Registration for assigned CAMs properties (every odd year)
• Keeps work spaces organized and professional
• Other duties as assigned.

Requirements

• Knowledge of general office equipment (copier, fax, phone systems, etc.).
• Knowledge of Microsoft Outlook, Word, and Excel
• Ability to learn and utilize proprietary systems quickly and efficiently
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.
• High School diploma or GED Required
• Associates Degree Preferred
• 0 – 3 years of directly related or closely related experience

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.