Junior Community Association Manager Assistant

The Management Trust; San Luis Obispo (CA); On-site; USD 33,000 - 36,000; Full time

Job summary

The Management Trust in San Luis Obispo, CA is seeking an Assistant Community Association Manager to support a team of Community Managers. This non-exempt, full-time role involves administrative tasks, site reviews, document review, and fiscal support for client associations.

You will assist with board packets, vendor coordination, and communications, while coordinating calendars and maintenance schedules. Some evenings or weekend meetings may be required, and reliable transportation is a must.

Qualifications

• Work independently, with little oversight, and with accountability to management for the end result achieved.
• Ability to identify and prioritize tasks
• Highly organized and able to monitor records for pending deadlines
• Ability to multi-task and provide support to one or more community managers
• Ability to read and discern information from Association governing documents in order to maintain system information and synthesize community requirements into easy-to-understand outlines and profiles
• Ability to utilize technology including phone systems, multiple web-based applications, reports, and office equipment to efficiently discharge tasks
• Strong written and verbal communication skills
• Experience with Microsoft Office suite of products including intermediate understanding of Outlook, Word, and Excel
• Ability to be level-headed when presented with difficult customer questions or verbal situations and navigate conversations in a highly professional manner to best represent fellow team members and The Management Trust
• Ability to provide high-level customer service with astute attention to detail and organization
• Must be a team player
• Adaptable and dependable with a solid attendance record
• Professional and respectful demeanor with all staff and guests at all times

Responsibilities

• Support completion of regularly scheduled site reviews and project walks for assigned portfolio as needed
• Prepare custom letters, custom notices, newsletters, flyers, and customer letters for internal and external client needs at the direction of the Community Manager
• Review governing documents and gain familiarity with Association rules and guidelines
• Document System information with community information including: vendor contracts, Service contracts, Board/Committee Information, and Association information as a result of Association actions
• Maintain Annual calendar and maintenance schedules as system reminders in accordance with governing documents
• Assist CAMs with special projects for association needs, including research and custom administrative work; this may include participating in occasional site inspections
• Attend periodic meetings for minute taking, action lists, and others (such as annual membership meetings) to assist with balloting and check-in
• Assist Board and homeowners with question pertaining to the Association, projects, or community guidelines
• Provide support in Association fiscal management, including, but not limited to: reviewing and approving invoices, coordinating tax preparation and coordinating reserve study updates
• Review and submit requests for vendor bids and contracted services
• Create RFP specification comparison charts in accordance with company guidelines
• Initiate TRAC program for large scale projects
• Assist CAM with preparation of Board packets, agendas, and calendars in preparation for scheduled meetings
• Communicate in-person, telephone, and/or via email to Board members, homeowners, and vendors regarding community business in a timely manner
• Manage Association records requiring signature and store in appropriate location
• Assist CAMs with meeting follow-up action items, including draft minutes
• In CAM absences, oversee basic emergency vendor needs (i.e. contacting a plumber for an emergency)
• Run reports and create custom reports using internal software platforms
• Draft and distribute Association communications and updates
• Monitor outstanding items for assigned community to avoid unnecessary delays and backlog, complete follow-up activities with internal and external partners to complete client action items

Skills

Independent worker

Highly organized

Multi-tasking

Strong communication

Team player

Professional demeanor

Tools

Microsoft Office (Outlook, Word, Excel)

Job description

The Management Trust in San Luis Obispo, CA is seeking an Assistant Community Association Manager to support a team of Community Managers. This non-exempt, full-time role involves administrative tasks, site reviews, document review, and fiscal support for client associations.

You will assist with board packets, vendor coordination, and communications, while coordinating calendars and maintenance schedules. Some evenings or weekend meetings may be required, and reliable transportation is a must.