Community Manager Assistant

Associa; Walnut Creek (CA); On-site; USD 58,000 - 63,000; Full time

Job summary

Associa in Walnut Creek, CA is seeking a Community Association Manager Assistant to join our team. You will work closely with clients, vendors, and other Associa departments to support community management efforts in the Walnut Creek area.

Ideal candidates will have strong customer service skills, the ability to manage multiple projects, and familiarity with homeowners associations. This is a full-time hourly role with competitive benefits and growth opportunities within Associa.

Qualifications

• High School Diploma or GED required.
• Associates Degree strongly preferred.
• At least one year of Customer Service experience is required.
• Experience in Community Association Management or relevant field preferred.
• Knowledge of board roles and how they interface with homeowners requests.

Responsibilities

• Update and file association documents for Community Managers and arrange delivery/pick up as needed.
• Assist in preparing agendas, update management reports, and assemble Board meeting packages.
• Prepare annual disclosure packages and notices, and assist with annual financial statements and bulk mailing.
• Update homeowner and association information in C3 and shared files.
• Process incoming/outgoing office mail and perform general office support duties.
• Assist with ARB applications, on-site inspections, and issuing of access keys and passes.
• Prepare newsletters and notices to inform homeowners about maintenance or projects.

Skills

Customer service

Communication

Stakeholder coordination

Multi-project management

HOA knowledge

Education

High School Diploma or GED

Associates Degree strongly preferred

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

Bay Area Property Services/Associa is currently looking for a Community Association Manager Assistant to join our team in Walnut Creek, CA. As a Community Association Manager, you will work closely with our clients and vendors, and partner with other Associa departments. To be successful in this role you will need great customer service skills and the ability to work on multiple projects.

What do we offer?

Associa offers a competitive benefits package to our full-time employees including medical, dental, and vision insurance, 401k, disability insurance, and support with wellness and development initiatives and more. We have been designated Great Place to Work for six consecutive years and many of our locations are awarded as Best and Brightest.

Compensation

$28 - $30.35/hour; depending on experience

Employment Type

Full Time, hourly

Work Location

3201 Citrus Circle, Suite 205, Walnut Creek, CA 94598

Essential Duties and Responsibilities

• Update and file association documents for Community Managers. Arrange for delivery and pick up of documents from storage when necessary.
• Assist in preparing agendas, update management reports, and compile documents and copies for Board meeting packages.
• Assist in preparing 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.
• Process and distribute incoming and outgoing mail for the office and Associations.
• Process print jobs, scanning and faxing as general office support when needed.
• Assist Community Manager with ARB (Architectural Review Board) application processing and perform on-site community inspections as necessary.
• Assist with issuing of key fobs, pool passes and processing access keys.
• Prepare newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings, etc.
• Assist Community Manager in monitoring client delinquency rates and collections process for account portfolio.
• Assist Community Manager with requests for proposals, repair quotes, insurance notifications.
• Assist Community Manager with update of property fact sheets in C3.
• Assist Community Manager in preparing homeowner CC&R violation letter and communicate results of hearings to homeowners within the time frames set by state statues or governing documents as needed.
• Assist homeowners with Associa corporate programs (website, portals, etc.) including client enrollment.
• Other duties as assigned.

Requirements

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level
• 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.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling,etc.) at a proficient level
• Knowledge of conflict resolution techniques at a proficient level
• Professional customer service skills
• Ability to keep workspaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.
• Partner with multiple stakeholders, for example community managers, vendors, peers, clients.
• Ability to self-motivate, be proactive, detail oriented and successfully function as part of a team.
• Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.
• Knowledge of company policies, procedures, and forms.
• 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 interpret verbal and/or written instructions at a proficient level.
• 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

• High School Diploma or GED Required
• Associates Degree strongly preferred
• At least one year of Customer Service experience is required
• At least one year of Community Association Management or relevant experience is preferred
• Experience with a high call volume is preferred

Working Conditions

• Typical office environment
• Frequent social interaction

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.