Resident Experience & Admin Assistant – Community Associations

Associa; Schaumburg (IL); On-site; USD 42,000 - 56,000; Full time

Job summary

Associa is seeking a Full-time Assistant Community Association Manager to support residential community managers with day-to-day duties including answering homeowner questions, handling documents, and coordinating meetings.

Proficiency in O365, strong organization, and the ability to multitask in a fast-paced environment across North America are essential. The role offers a collaborative team and opportunities to contribute to communities.

Qualifications

• Proficiency in Office 365 tools (Outlook, Word, Excel), SharePoint and OneDrive.
• Positive and welcoming attitude; able to stay composed with residents.
• Must be able to handle difficult residents in a professional and positive manner.
• Strong organizational, oral, and written communication skills.
• Ability to multitask efficiently and accurately.
• Experience in Community Management Industry is a plus.

Responsibilities

• Answer homeowner and residents' questions via walk-ins, calls, and emails.
• Collect and track owner documents; follow up on requests in Excel.
• Generate letters, notices, and documents for owners and vendors.
• Prepare proxies for Annual Meetings and assist the property manager.
• Copy, stamp, and mail documents to unit owners as needed.
• Assist with clubhouse rentals and related paperwork.
• File and scan records; maintain databases; update spreadsheets.

Skills

Positive attitude

Strong organizational skills

Written and verbal communication

Multitasking ability

Professional demeanor with residents

Tools

O365

SharePoint

OneDrive

Job description

Will work closely and directly for individual residential community association managers to assist/support them on day-to-day duties including, but not limited to, the following:

• Walk-in/Calls/Emails - Answer homeowner and residents’ questions regarding their Association including but not limited to the Association’s Rules, Amendments, Architectural Change Requests, Violation Notices, Chargebacks)
• Answer questions from real estate agents and appraisers via phone calls or emails
• Collect various owner documents/forms and track them through an Excel Spreadsheet. Proactive routine follow-up for document requests; must be timely without verbal reminders from staff.
• Generate Letters, Notices and supporting documents, copy/stuff/postage mailing to all unit owners or prepare for outsourcing.
• Collect Annual Meeting proxies and prepare documents for the meeting to be given to the property manager.
• Copy/Stuff/Postage Mailings to individual unit owners on a regular basis.
• Generate violation letters accurately and efficiently
• Run reporting out of database as requested.
• Issue pool tags/cards/fobs, building/storage keys, transmitters/remotes, parking stickers/passes. Recorded in software or spreadsheet as required.
• Book meeting rooms for community managers when requested.
• Assist clients with clubhouse rentals and paperwork/requirements
• Create & Update Excel spreadsheets as needed
• Draft letters to vendors and homeowners
• Scanning records, filing electronically and updating database
• Filing of any hard copy documents on a weekly basis.
• Answer calls for community managers when they are out of the office for the day/week
• Cover Reception Desk (answer/transfer incoming calls; assist walk-in guests) as requested
• Additional clerical/requested tasks as needed from the community managers you will support

The ideal candidate will possess:

• Proficiency in O365 (Outlook,Word,Excel), SharePoint, One Drive.
• Positive and welcoming attitude;
• Must be able to handle difficult residents in a professional and positive manner;
• Strong organizational, oral, and written skills;
• Ability to multitask efficiently and accurately;
• Experience working in Community Management Industry a positive

Requirements

Full-time Assistant Community Association Manager

Will work closely and directly for individual residential community association managers to assist/support them on day-to-day duties including, but not limited to, the following:

• Walk-in/Calls/Emails - Answer homeowner and residents’ questions regarding their Association including but not limited to the Association’s Rules, Amendments, Architectural Change Requests, Violation Notices, Chargebacks)
• Answer questions from real estate agents and appraisers via phone calls or emails
• Collect various owner documents/forms and track them through an Excel Spreadsheet. Proactive routine follow-up for document requests; must be timely without verbal reminders from staff.
• Generate Letters, Notices and supporting documents, copy/stuff/postage mailing to all unit owners or prepare for outsourcing.
• Collect Annual Meeting proxies and prepare documents for the meeting to be given to the property manager.
• Copy/Stuff/Postage Mailings to individual unit owners on a regular basis.
• Generate violation letters accurately and efficiently
• Run reporting out of database as requested.
• Issue pool tags/cards/fobs, building/storage keys, transmitters/remotes, parking stickers/passes. Recorded in software or spreadsheet as required.
• Book meeting rooms for community managers when requested.
• Assist clients with clubhouse rentals and paperwork/requirements
• Create & Update Excel spreadsheets as needed
• Draft letters to vendors and homeowners
• Scanning records, filing electronically and updating database
• Filing of any hard copy documents on a weekly basis.
• Answer calls for community managers when they are out of the office for the day/week
• Cover Reception Desk (answer/transfer incoming calls; assist walk-in guests) as requested
• Additional clerical/requested tasks as needed from the community managers you will support

The ideal candidate will possess:

• Proficiency in O365 (Outlook,Word,Excel), SharePoint, One Drive.
• Positive and welcoming attitude;
• Must be able to handle difficult residents in a professional and positive manner;
• Strong organizational, oral, and written skills;
• Ability to multitask efficiently and accurately;
• Experience working in Community Management Industry a positive

Company Description

With more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 48 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

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