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Assistant Community Manager

3 months ago

Murrieta, United States FirstService Residential Full time

**Job Overview**:
**Compensation**:$20 - $22 an hour

**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 CM and/or Supervisor.
- Provide "Buddy System" backup for assigned buddy during absences.
- Maintain, and update accurate back-up binder.
- Consistent use and maintenance of 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.
- Review, input, separate and handle all mail for assigned CMs.
- Coordinate all meeting logistics as required.
- Submit all 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 walkthroughs as approved by Regional Director or VP.
- Organize and maintain all 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 ADRC/Connect as requested by CM, or Supervisor per company policy.
- Maintain an organized workspace according to company procedures.
- Greet walk-in 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.
- 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.

**Skills & Qualifications**:

- 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 & 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
- 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, Monday through Friday, 8:00 a.m. - 5:00 p.m. May be required to work overtime as needed and approved by supervisor, including occasional evening meetings. Consistent and regular attendance required.

**Tools & Equipment Used**:

- Valid California Driver's License and State mandated vehicle insurance, and registration.
- General office equipme