Onsite Assistant Community Association Manager

Access Management; Chicago (IL); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking an Assistant Community Manager to support daily operations and foster relationships within the community. This role involves assisting in managing community amenities, maintaining accurate records, and providing exceptional customer service. The ideal candidate will demonstrate strong communication skills and a commitment to upholding community standards. Join this dynamic team to make a positive impact and ensure the smooth operation of community activities. If you are passionate about community management and ready to take on diverse responsibilities, this opportunity is perfect for you.

Qualifications

• Strong communication skills for effective interaction with homeowners and board members.
• Ability to manage records and assist in budget preparation.

Responsibilities

• Assist in overseeing daily operations of the community and managing relationships.
• Prepare reports and attend board meetings as required.

Skills

Customer Service

Communication

Record Keeping

Budget Management

Problem Solving

Education

High School Diploma

Associate's Degree

Tools

Microsoft Office

Community Management Software

Job description

The Assistant Community Manager assists the Community Manager in overseeing daily association operations and fostering strong relationships with the Board of Directors, Developer, Homeowners, and Committees. This includes supporting the management of community operations, amenities, common areas, and association assets.

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

Abilities and Skills required:

• Receive incoming phone calls/mail and respond as directed or appropriate.
• Draft and send professional correspondence for a variety of matters to homeowners, board members, committee members, vendors, etc. (in a variety of formats – letters, emails, etc).
• Fill in for receptionist as needed.
• Assist in maintaining the Community’s hard files and uploading files to websites, software, etc.
• Assist in adding/deleting homeowners, residents, and club employees to/from gate access.
• Keep accurate records of all gate transponders, parking passes and give to Security company and order when supply is running low.
• Assist in conducting inspections of common areas of association property to ensure proper maintenance.
• Assist as necessary in processing and coding vendor invoices for payment in a timely manner.
• Provide exceptional customer service by communicating with homeowners, board members, and vendors, and addressing concerns in accordance with the community's policies.
• Assist in preparation of written weekly and monthly management reports, weekly community bulletins, and event bulletins.
• Attend and participate in monthly Board of Directors meetings, Annual meetings, Committee meetings and Staff meetings as requested.
• Have the desire to be stable and carry out the vision of the board in the community.
• Hours will fluctuate depending on scheduling. Weekends and evenings may be required and attendance at board meetings, staff meetings as needed.
• Assist Manager in drafting annual budget, read and understand monthly financial statements, explain delinquency procedures and reports.
• Set up and maintain new homeowners, send welcome packets within 24 hours of receiving closing documentation, post charges to account ledger and provide check to accounts receivable by the end of every business day.
• Receive and process ARC Applications, respond to homeowner requests, and ensure complete application is received and submitted for approval to ARC/ACC committee as received.
• Must be able and willing to work a variety of hours in order to meet the requirements of the position, including evenings, weekends, and holidays if needed.

Additional Duties and Responsibilities

• Practice and adhere to Access Management’s Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements