Assistant Community Manager

Assistant Community Manager

An Assistant Community Manager (ACM) supports a team of community management staff through timely completion of assigned administrative and project duties. This position will include handling several communities, which will involve working closely with different departments, homeowners, and Board Members. An ACM generates reports, processes architectural applications, issues work orders, and handles client phone calls on a daily basis.

Your Responsibilities:

• Take client calls, manage work order process, interact with vendors, and resolve client matters.
• Update and produce requested reports for board packets in a clean, orderly, and professional fashion within timeline provided by Community Manager and/or Supervisor.
• Provide "Buddy System" backup for assigned buddy during absences.
• Maintain, and update accurate back-up binder.
• Consistent use and maintenance of FSR Connect, including, but not limited to; Violation, Work Order, Architectural, Task, and Calendar modules, Property Call Log, "Info Center", and Community Profile as needed.
• Coordinate with assigned CM's to prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings.
• Assists with obtaining RFP proposals, such as Reserve Analyst, Audit/Taxes, small projects and comparison proposals.
• Assist with reviewing, input, separate and handle mail for assigned CMs.
• Fax and/or scan and email documents as requested by CMs.
• Coordinate meeting logistics as required.
• Submit charge-backs for association(s) via chargeback systems, including but not limited to violation fines, and architectural submission fees per the client's management contract.
• Manage parking stickers, hang tags, amenity keys, fobs, and reservations, website, safe listing for assigned properties, and administration of gate access software.
• Manage, and process homeowner amenity and/or security deposits, and refunds.
• Conduct occasional community walkthroughs if approved by Regional Director or VP.
• Organize and maintain homeowner and administrative files and perform annual association file cleanout in accordance with company standardized document retention policy, or at the direction of the CM.
• Maintain and upload documents to Association Documents and Record Center (ADRC)/Connect as requested by CM, or Supervisor per company policy.
• Assist with Newsletter completion and collection articles.
• Assist CM in all administrative duties, including, but not limited to; scanning, copying, and emailing of documents as a backup to the Administrative Staff where assistance is deemed necessary by Supervisor.
• Maintain an organized workspace according to company procedures.
• Greet clients as appropriate.
• Complete company training as assigned, attend all mandatory company functions and adhere to FirstService Residential operational procedures.
• Manage client meetings, site visits, meeting follow-up, violation communication and overall processes for addendum accounts as assigned.
• Manage violation module, and issue written correspondence for non-addendum accounts at the direction of the CM.
• Conduct regular touch base meetings with CM representatives.
• Complete payroll entries each day in accordance with employee handbook.
• Must have reliable transportation and be able to drive to other work locations.
• Other duties as assigned.
• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• 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, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Skills & Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Ability to work under tight deadlines and consistently meet deadlines.
• Exhibit professionalism, professional attire and demeanor at all times.
• Maintain reliable transportation to assigned clients.
• Demonstrates effective communication skills consisting of oral, written and listening skills.
• Demonstrates problem-solving abilities.
• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.
• Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and Power Point.
• Demonstrates organizational skills and ability to independently prioritize daily workload.
• Must have minimum typing speed of 40 WPM.
• Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds.

Education & Experience:

• Must have a minimum of a GED or a high school diploma.

Physical Requirements and Working Environment: The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25 lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, vendors and our clients
• Valid California Driver's License and State mandated vehicle insurance, and registration.
• Ability to walk extensive slope and/or flat association areas and visually review landscape, building areas, recreation facilities, parks etc. to ensure proper maintenance.
• Ability to work late into evenings as required for board meeting attendance.

This is a full-time position with typical scheduled hours. May be required to work overtime as needed and approved by supervisor, including occasional evening meetings. Consistent and regular attendance required. Hours over and above normal office hours will occur, including evenings and holidays. Schedule is subject to change based on business needs. Tools & Equipment Used:

• General office equipment

Travel:

• Limited if needed

What We Offer:

• Medical, dental, and vision plans (full time and those working 30+ hours)
• Part time 20+ hours qualify for dental and vision
• 401K match
• Time off including vacation, sick, and company paid holidays
• Pet insurance available
• Tuition reimbursement
• Legal services
• Free emotional wellbeing and daily life assistance support for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending account