Assistant Property Manager - HOAs and Condominiums

TITLE: Assistant Community Manager – HOAs and Condominium Associations DIVISION: T&A Covenant Solutions, LLC (Property Management Division) POSITIONS: Full-time employment (40+ hours). This job posting is not for an evening work schedule or shift. Our general office hours are 8:30 am to 5:30 pm Monday to Friday. Salary $22/HR to $25/HR (Reliable and consistent means of transportation is required) Benefits Summary Employees who work 30 hours or more may enroll in our insurance plan(s), medical, vision, and dental. Any employee may enroll once they are working 30 hours or more. However, only after one (1) year with our firm will we pay 25% of the insurance, then after 2 years, we pay 50%, and then in year 3 or more we pay up to 75%. An employee would begin to accrue paid holidays, sick leave, etc… if the employee is at least modified full-time (30 hours or more) and has worked with the firm for a minimum of one (1) year. Other benefits may apply (such as occasional remote working days after 6 months to a year of successful employment/performance). Main responsibilities Respond to all telephone and written inquiries. Type all correspondence related to accounting matters or as directed. Assist the Community Manager or Executive Team as directed. Assist the Community Manager in the preparation of monthly Management/Financial Reports for assigned properties. Attend evening meetings occasionally if instructed (8 to 10 a year on average and most are virtual). Assist the Board and the Community Manager in preparation, conduct, and follow-up with homeowner accounts inquiries. Assist the Manager in tracking insurance claims. Timely completion of the tasks as defined in the contract. Completion of tasks within industry standards. Conduct regular maintenance inspections of the common amenities. Conduct periodic covenants inspections. Notifying owners/residents of covenant violations, following up regarding compliance with the violation notices and maintaining records for the Boards review. Meet with owners/residents at mutually agreeable times and during normal business hours at the community when requested. Support site staff if any. Provide as part of the Community Manager’s report A list of Maintenance problems relating to the Common Areas A schedule of covenants violations, actions taken and required Board action A status of each maintenance contractor’s performance during the past reporting period. Assist other departments from time to time in the form of answering questions about the property, providing data as required, and assuring a high standard of client service. Maintains relationships with all other departments within the company, including accounting, support services, management, maintenance, engineering, consulting, collections, and brokerage. Maintains relationships with clients (e.g., owner, board of directors, residents) as appropriate, and with the community and the profession. Provides excellent customer service. Maintains relationships with suppliers, vendors, and professionals serving the company or property. Perform all unit and administrative filing in a timely fashion. Set up files for new properties. Perform periodic purging of files and data entry. Maintain logs, books, and other data as required. Attend scheduled Team, On-Site Managers, Property Management Departmental training, educational and other meetings as required. Coordinate coverage of all absences with assigned team members. Code invoices for manager approval. Perform all tasks related to accounts payable, accounts receivable and bank reconciliation. (General Bookkeeping functions). Any other duties as may be assigned from time to time by your immediate supervisor or Senior Executive. Education and training College degree preferred. Associate’s degree or industry-related professional license/certification accepted. Two (2) or more years of property/community/facilities management, accounting or related experience preferred but not necessary. Proficient in basic office skills; Microsoft Office experience (Word, Excel, and Outlook) is a MUST. Experience in QuickBooks Online, TOPS, and/or other property management accounting software is preferred. Strong attention to detail and good writing and oral skills are a MUST. Usage of a smartphone preferred/needed. WPM 50 or higher preferred. Details of basic accounting department function Accounting Department Functions: Our goal is to focus on homeowner and Board needs by assisting them as quickly and efficiently as possible. By identifying what questions are general questions and what questions are department-specific, we can assist our homeowners with confidence and eliminate unnecessary phone calls or email forwarding. This will eventually free up voicemail and email mailboxes as well as improve our homeowner satisfaction. General scope of work Assist in the preparation of monthly financial statements for each association to be delivered by email in a PDF format one week before the board meeting based on information received regarding meeting dates. Copies of bank statements for all bank accounts for each association are to be scanned monthly and ready for viewing via online access. Reports include BUT are not limited to: a) Balance Sheet, Income Statement with Budget, Copies of monthly bank statements, and Copies of bank reconciliations on operating and money market accounts plus the following: Accounts Receivable: a) Payments from members that were sent to the lockbox for processing should be processed daily and scanned into the bank account for the association. b) Send out annual coupons, by the 15th of the month before the beginning of the new fiscal year after approval is obtained from the manager. Gather assessment rates 30 days in advance for payment coupon mailings. c) Provide monthly Accounts Receivable and Payable reports. d) Answer homeowner questions related to billing, change billing addresses. e) Update the Associations in the TOPS cloud or QuickBooks databases. f) Process late fee charges and notices. g) Process monthly invoices. Accounts Payable: Process invoices twice monthly not including check printing. Use Accounting System for check processing and the approval process when applicable. Process Company invoices as directed. This job description is to be used as a guide for accomplishing company objectives and only covers the primary functions and responsibilities of the position. It is in no way to be construed as an all-encompassing list of duties, nor as a contract between employer and contracted employee or employee. Receipt of job description and details I have received and carefully read, understood, and agree to the T&A Covenant Solutions job description and basic accounting department functions for the position of Assistant Property Manager. I understand and acknowledge that this job description is only a general guide and is not intended to be, nor should it be construed to be an all-inclusive Contract or Agreement. The company may from time to time review the job description and may modify and increase or decrease the responsibilities contained therein at any time, with or without notice. Job Type: Full-time Pay: $22.00 – $25.00 per hour Expected hours: 40 per week Benefits: Dental insurance Employee discount Health insurance Paid time off Professional development assistance Referral program Vision insurance Experience level: 2 to 3 years Schedule: 8-hour shift Day shift Monday to Friday Weekends as needed Ability to commute/relocate: Laurel, MD: Reliably commute or planning to relocate before starting work (Required) Application Question(s): This is a deadline-driven industry so are you able or willing to work the needed hours to complete tasks and deadlines if required? Do you have any industry-related licenses or certifications? Education: Bachelors (Preferred) Associates (Accepted) Experience: Customer service: 3 years (Required) Property management: 2 years (Preferred) Language: Spanish fluently (Preferred) License/Certification: Driver’s License (Preferred) Work Location: In person #J-18808-Ljbffr T & A Covenant Solutions, LLC.