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Onsite Assistant Community Association Manager

3 months ago

Scottsdale, United States RealManage Full time

Overview:

How would you like to work for a technology-based HOA management company that is growing rapidly, offers opportunities to advance your career, and has a company culture that truly supports its team members? We are a company that understands and appreciates your professionalism and hard work. We are a company that provides support with a Manager Success Group, continuous training, administrative support, etc. to all team members. RealManage is committed to do everything possible to ensure your long-term career success. With RealManage, you are not just an employee, you are family.

Company Overview:

RealManage is a national Inc. 5000 firm with clients and operations in 26 states coast to coast that delivers services to homeowners associations (HOAs), condominium associations, cooperatives, luxury high-rises, municipal utility districts, and master-planned communities. RealManage also serves nationally recognized developer/builder clients.

As one of the largest (#3 out of 5,000+ firms) and fastest-growing companies in the community management industry, RealManage offers exceptional solutions provided at competitive prices with the best people, best practices, and best technology of cloud-based and mobile apps. The RealManage mission is to provide comprehensive and innovative solutions; exceed the expectations of our customers; provide visibility and transparency in all that we do for our clients who place their trust in us; measure our performance and improve at the fastest rate possible; create a work environment that encourages professionalism, growth, and diversity; and grow a financially strong organization which will enable us to provide industry leading innovations apart from our competition.

RealManage is a values-based company with the following values as our guiding principles:

  • Integrity: we always do the right thing.
  • Respect: for our customers, employees and company; mutual respect is the cornerstone for every RealManage relationship.
  • Selflessness: more than teamwork; we are part of something special and much larger than any of us.
  • Personal Relationships: we are a professional services company; people do business with people they like.
  • Always Improving: never satisfied, always learning and always growing; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better.
Responsibilities:

The Assistant Community Association Manager (ACAM) assists in the management of daily operations of community associations delivering professional services and exceptional customer satisfaction in accordance with the service level agreement, and in alignment with the companys guiding principles.

Responsibilities:

  • Practice and adhere to the Guiding Principles of the company and respond to all calls / emails within 24 hours of receipt.
  • Acquires and maintains current knowledge of state and regulatory agency statutes and the communitys documents, polices, and procedures.
  • Manage clubhouse and pool reservation process.
  • Process pool cards/gate remote requests, for communities where this is managed at branch level.
  • Upload Community Documents to Archive, such as Annual Meeting vote/sign in/proxies, community legal documents etc.
  • Assist with all resident correspondence with regards to violations, request for community forms, general payment questions, ACC requests, reservation details, etc.
  • Assist in the tracking of expiration dates on all agreements for assigned associations (landscape maintenance, pool maintenance, janitorial, etc.), solicit bids for renewal, renew the agreements with current vendor if requested and/or assist the bid packet preparation. Ensure that all agreements are fully executed and are appropriately filed.
  • Assist in obtaining COI information for vendors of each community.
  • Assist with the preparation of the Board Meeting Packets and Annual Members Meeting Packets in accordance with the associations bylaw notice requirements.
  • Attend Board Meetings and Annual Members Meetings as needed to assist the CAM with resident check-in, vote counting, and to record minutes if appropriate.
  • Prepare and fulfill the New Board Member Packet(s) within two (2) working days of the Annual Members Meeting.
  • Assist in the management of the volunteer process for assigned associations and maintain a data file of volunteers for each committee and manage committee requests.
  • Set up files for new associations as assigned and maintain association files per standard office procedures.
  • Assist the CAM with researching resident requests, securing locations and dates for meetings.
  • Build and foster positive relationships with residents to ensure a high level of service, timely and complete resolution of resident concerns, good communications, and continuous improvement in services for the community.
  • Attend monthly Managers and training meetings as required.
  • Conduct business at-all -times with the highest standards of personal, professional and ethical conduct.
  • Displays exceptional ability to analyze and deal with a variety of situations that otherwise could be potential problems.
  • Maintain this clients Concierge Plus website including event postings, email communications, etc. through their platform.
  • Develop training and SOPs for the onsite Concierge positions, train new Concierge employees.
  • Tracking of association debit card transactions and expense reporting to VCM accountant for monthly financial reporting.
  • Social Committee liaison for management, attendance at social committee meetings and coordinate communication from committee to Concierge for monthly calendar production.
  • Proof and approve monthly calendar before publication and ensure timely publication, including cross-posting to Concierge Plus.
  • Assist with preparation and sending of weekly management reports to the board every other week or as directed by the CAM.
  • Assist with vendor follow-up and update action items in Latt for tracking and board reporting.
  • Minute taking at all board and membership meetings and meeting attendance at all meetings monthly.
  • Prepare and present monthly PowerPoint presentation for the open board meeting including content creation, coordination with maintenance staff for their report content, and following the approved open agenda packet.
  • Host and moderate Zoom and Hybrid board meetings, including equipment set up, tear-down.
  • Assist and attend vendor community meetings and walks, and update action items accordingly.
  • Process violations on the FrontSteps app (to be installed on the candidates cell phone) as needed at the direction of the CAM.
  • Add weekly management report photos using the Latt Field assistant app (to be installed on the candidates cell phone) as needed at the direction of the CAM.
  • Cross-training on Lattes Board Packet Generator to assist the CAM as needed.
  • Cross-training on Lattes Board meeting scheduler/calendar to assist the CAM as needed.
  • Plus other work related tasks as needed


Qualifications:
  • 1 year of apartment, commercial or property management experience required
  • Previous Homeowner Association (HOA) management experience strongly desired
  • Microsoft Office products
  • Communication skills
  • Attention to detail
  • Service orientation
  • Responsiveness and follow up
  • Multi-tasking - Ability to handle multiple tasks/situations at one time

Pay and Benefits:

$47,000 to $52,000, depending on education and experience.

Benefits include:

  • Medical Insurance
  • Dental Insurance
  • Vision Insurance
  • Life and Disability Insurance
  • HSA (Required High Deductible Medical Plan to be eligible)
  • FSA
  • Education Reimbursement
  • 401K matching
  • Employee Assistance Program (EAP)
  • 11 paid Holidays