Provides administrative and clerical support to Community Managers, homeowners, board members, vendors, and office staff. Responsibilities include maintaining association records, preparing meeting and disclosure packages, processing mail and documents, supporting architectural reviews and community inspections, issuing access credentials, creating homeowner communications, monitoring delinquencies, coordinating quotes and insurance notifications, processing violations, and assisting homeowners with online portals and corporate programs.
Job Summary & Responsibilities
Gold Coast Community needs Assistant Community Manager is responsible for providing clerical and administrative support to the Community Manager(s). The Assistant Community Manager is the liaison to the 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 Shared Service Center (CSSC) and within the branch office.
- 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.
Salary is 60,000 - 70,000 depending on experience
Preferred Qualifications- 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
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