ASSISTANT COMMUNITY ASSOCIATION MANAGER

Assistant Community Association Manager

This is a junior support role in community association management providing a variety of administrative support functions as part of a larger Community Management team.

Job duties and responsibilities include:

• Support completion of regularly scheduled site reviews and project walks for assigned portfolio as needed
• Prepare custom letters, custom notices, newsletters, flyers, and customer letters for internal and external client needs at the direction of the Community Manager
• Review governing documents and gain familiarity with Association rules and guidelines
• Document System information with community information including: vendor contracts, Service contracts, Board/Committee Information, and Association information as a result of Association actions
• Maintain Annual calendar and maintenance schedules as system reminders in accordance with governing documents
• Assist CAMs with special projects for association needs, including research and custom administrative work; this may include participating in occasional site inspections
• Attend periodic meetings for minute taking, action lists, and others (such as annual membership meetings) to assist with balloting and check-in
• Assist Board and homeowners with questions pertaining to the Association, projects, or community guidelines
• Provide support in Association fiscal management, including, but not limited to: reviewing and approving invoices, coordinating tax preparation and coordinating reserve study updates
• Review and submit requests for vendor bids and contracted services
• Create RFP specification comparison charts in accordance with company guidelines
• Initiate TRAC program for large scale projects
• Assist CAM with preparation of Board packets, agendas, and calendars in preparation for scheduled meetings
• Communicate in-person, telephone, and/or via email to Board members, homeowners, and vendors regarding community business in a timely manner
• Manage Association records requiring signature and store in appropriate location
• Assist CAMs with meeting follow-up action items, including draft minutes
• In CAM absences, oversee basic emergency vendor needs (i.e. contacting a plumber for an emergency)
• Run reports and create custom reports using internal software platforms
• Draft and distribute Association communications and updates
• Monitor outstanding items for assigned community to avoid unnecessary delays and backlog, complete follow-up activities with internal and external partners to complete client action items

Qualifications include:

• High School Diploma (or equivalent); Associate degree preferred
• Work independently, with little oversight, and with accountability to management for the end result achieved
• Ability to identify and prioritize tasks
• Highly organized and able to monitor records for pending deadlines
• Ability to multi-task and provide support to one or more community managers
• Ability to read and discern information from Association governing documents in order to maintain system information and synthesize community requirements into easy-to-understand outlines and profiles
• Ability to utilize technology including phone systems, multiple web-based applications, reports, and office equipment to efficiently discharge tasks
• Strong written and verbal communication skills
• Experience with Microsoft Office suite of products including intermediate understanding of Outlook, Word, and Excel
• Ability to be level-headed when presented with difficult customer questions or verbal situations and navigate conversations in a highly professional manner to best represent fellow team members and The Management Trust
• Ability to provide high-level customer service with astute attention to detail and organization
• Must be a team player
• Adaptable and dependable with a solid attendance record
• Professional and respectful demeanor with all staff and guests at all times
• Other duties as assigned

Special position requirements include:

• Must have reliable transportation to conduct site visits and be available for evenings and occasional weekend meetings at client locations
• Must be able to drive in the dark if required
• Must have and maintain a valid driver's license, vehicle insurance, and driving record in compliance with Company policy

Essential functions include:

• Use standard office equipment, including: computer, phone, tablet, smart phones, web-based systems, Microsoft Office product, copier/scanner, etc.
• Ability to stand and walk properties, at ground level, for up to 4 hours as needed to support clients
• Be stationary for periods of time
• Relocate up to (25) pounds
• Travel to and from offsite client locations

Supervises others? If so, list:

• None

Schedule & travel:

• Monday-Friday from approx. 8:00 am-5:00 pm
• This position may require occasional long hours to meet business needs

The Management Trust is an Equal Opportunity employer. We celebrate and support diversity.