Onsite Assistant Property Manager

1 week ago

Ponte Vedra Beach, Florida, United States MAY Management Service, Inc. Full time
Job Description

Overview

We're Looking for an Onsite Assistant Property Manager in Ponte Vedra, FL
Who We Are: Get to know Management Services, Inc., a company with over 34 years of experience in professional association management services. Established in 1988 and based in St. Augustine, we are known for providing top-notch homeowner, condominium, and commercial property management services throughout Northeast Florida.

What You'll Do:
  • Answer phones professionally and direct calls as needed.
  • Keep Community Managers updated on association and owner communications.
  • Maintain awareness of project statuses.
  • Create and follow through on CC&R Letters.
  • Manage work orders efficiently.
  • Organize and maintain association records.
  • Handle architectural violations appropriately.
  • Assist in preparing Board packets and ensure necessary announcements are made.
  • Keep Community Websites updated and functional.
  • Process ARB/ARC applications.
  • Take care of other administrative tasks as assigned.
  • Help in ordering maintenance supplies for properties.
Responsibilities involving Boards of Directors:
  • Prepare and distribute Board meeting packets promptly.
  • Attend Board meetings when necessary.
  • Stay updated on Board activities by reviewing minutes and getting briefings from the Community Manager if not attending meetings.
  • Track projects assigned to the Community Manager for timely completion.
  • Coordinate with Board members for necessary signatures.
Responsibilities involving Owners:
  • Respond promptly and professionally to owners' inquiries.
  • Manage compliance letters and document issues accordingly.
  • Maintain and update vehicle and gate access information.
  • Prepare materials for member meetings.
Financial responsibilities:
  • Handle check requests and invoices.
  • Prepare fining letters as needed.

What You'll Need:
  • Collaborate with Community Managers and Client Accountants to ensure high client satisfaction.
  • Perform various administrative tasks for Community Association Manager professionally and in a timely manner.
  • Utilize resources effectively to deliver excellent client service.
  • Maintain strong relationships with Staff and stay updated on ongoing projects.
  • Work independently, prioritize tasks, and focus on client needs.
  • Have excellent organizational and communication skills.
  • Be proactive, have a high sense of urgency, and be diplomatic in handling situations.
  • Remain objective and be able to work efficiently under pressure.
Education & Experience:
  • Minimum requirement: High School Diploma or GED.
  • Proficient in VMS and MS Office applications.
  • Familiar with association covenants, rules, and key personnel.
  • Knowledgeable about maintenance personnel and procedures.
  • Aware of MAY Management's contract obligations with each association.

What's In It for You:
  • Competitive pay
  • Comprehensive medical, dental, vision, and disability coverage
  • Additional benefits such as Teladoc / Virtual Visits, Critical Illness and Accident policies

MAY Management Services is part of the E-Verify program, ensuring authorization for all employees. E-Verify is used in conjunction with Form I-9 Employment Eligibility Verification without pre-screening candidates. For more details, visit their website.

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