Receptionist-ACAM

associacareers; Austin (TX); On-site; USD 22,000 - 31,000; Full time

Job summary

Associa is seeking an Assistant Community Manager to provide clerical and administrative support to lead Community Managers and liaise with homeowners, vendors, board members, and CSSC in Austin, TX.

This role focuses on document preparation, ARB processing, mail handling, and on-site coordination, delivering responsive service and accurate reporting.

Qualifications

• Microsoft Office proficiency required.
• Familiarity with HOA/real estate terminology.
• Strong written and verbal communication expected.
• Professional customer service skills.
• Detail-oriented with time-management ability.

Responsibilities

• Provide clerical and administrative support to lead Community Manager(s) and liaise with homeowners, vendors, and board members.
• Process mail and documents, assist with ARB applications and governing documents, and handle payables.
• Assist owners with the Association website for access to rules, minutes, and newsletters.
• Maintain and organize property unit files and compile reports from management software.
• Support on-site community inspections, hearings, and communications within required timeframes.
• Collaborate cross-functionally with departments and CSSC to ensure postings and announcements are timely.

Skills

Microsoft Office

Customer service

Communication

Time management

Detail-oriented

Team player

Tools

Management software

Job description

Assistant Community Manager

Job Summary:

An Assistant Community Manager is responsible for providing clerical and administrative support to the lead Community Manager(s). The Assistant Community Manager is the liaison to the lead Community Manager(s) and homeowners primarily, but will also occasionally interact with vendors, board members, and committee members, as well as staff at the Associa Client SharedService Center (CSSC) and within the branch office in Austin, TX.

Duties include, but are not limited to:

• Complete digital and physical administrative tasks for multiple properties. These include, but are not limited to, the preparation of governing documents, the Architectural Review Board (ARB) application processing, receiving and sorting incoming mail/packages to record, dispatch, and distribute to the correct recipient.
• Address inquiries and resolve concerns with homeowners, management, and vendors within 24 hours.
• Assist owners with the Association website for access to rules, governing documents, minutes of meetings, community project communication, and newsletter distribution.
• Maintain, update, and organize property unit files within the designated portfolio.
• Process mail and other forms as they arrive at the office. Responsible for sending out paychecks bi-weekly.
• Act as the first point of contact for homeowners when visiting the office.
• Assist lead Community Manager with on-site community inspections as necessary, drafting hearing letters, researching repair quotes, work order updates, and annual meeting notifications.
• Assist lead Community Manager with bulk mailing, financial statements, and communicate results of hearings to owners within the time frames set by state statutes or governing documents as needed.
• Process account payables to include proper coding, facilitate and process recurring/auto-payments, research past due bills, check requests, and obtain signatures.
• Create reports (landscape, emergency work orders, delinquencies, violations) out of the management software and mailing system.
• Work cross-functionally with other departments, communities, and Associa's specific communication portals to ensure payments, flyers, and/or newsletters are properly posted.
• Engage in Associa training, including Associa University webinars, vendor-hosted virtual Power Hours, and company incentive contest programs that embody the Mission and Values of the company.
• Other duties as assigned.

Compensation:

$19.00 per hour; direct experience highly considered.

• 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 communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Self-motivated, proactive, detail-oriented, and a team player.
• Time management and time-critical prioritization skills.