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Community Association Support Specialist
2 months ago
Company: The Management Association, Inc.
Role: Assistant Community Association Manager
Location: Not specified
Employment Type: Full-Time, Non-Exempt
Compensation: $23-$25 per hour
ABOUT THE COMPANY:
The Management Association, Inc. is a premier organization specializing in community association management. We recognize that fostering and sustaining a community requires more than just physical resources; it demands integrity, trust, expertise, and unwavering support. Our approach to management is proactive, aiming to foresee our clients' needs rather than merely responding to them. As a 100% employee-owned firm, we empower our team members to contribute to our growth and success by shaping best practices every day. We invite you to consider this opportunity to become part of our dedicated team.
POSITION PURPOSE:
This entry-level role is designed to provide essential administrative support within the community management sector, working closely with a larger team. The Assistant Community Association Manager will receive guidance and mentorship from division leadership and may collaborate with Community Managers to fulfill client obligations.
KEY RESPONSIBILITIES:
- Assist in the execution of regular site evaluations and project inspections for the assigned portfolio.
- Draft personalized correspondence, notices, newsletters, and other communications as directed by the Community Manager.
- Familiarize yourself with governing documents and association regulations.
- Maintain comprehensive records of community information, including vendor agreements and association actions.
- Manage the annual calendar and maintenance schedules in accordance with governing documents.
- Support Community Managers with special projects, including research and administrative tasks, which may involve site inspections.
- Attend meetings to take minutes and assist with action items, including annual membership gatherings.
- Provide assistance to Board members and homeowners regarding association inquiries and community guidelines.
- Contribute to financial management tasks, such as invoice review and tax preparation coordination.
- Evaluate vendor proposals and manage requests for contracted services.
- Prepare RFP specification comparison charts following company standards.
- Initiate the TRAC program for large-scale projects.
- Assist in the preparation of Board meeting materials, including agendas and calendars.
- Communicate effectively with Board members, homeowners, and vendors regarding community matters.
- Oversee association records requiring signatures and ensure proper storage.
- Assist Community Managers with follow-up tasks, including drafting meeting minutes.
- In the absence of the Community Manager, address basic emergency vendor needs.
- Generate reports and create customized reports using internal software.
- Draft and disseminate community updates and communications.
- Monitor outstanding tasks to prevent delays and ensure timely completion of client action items.
QUALIFICATIONS:
- High School Diploma or equivalent; Associate's Degree preferred.
- Ability to work independently with minimal supervision.
- Strong organizational skills and ability to prioritize tasks effectively.
- Proficient in managing multiple tasks while supporting Community Managers.
- Ability to interpret governing documents and synthesize community requirements.
- Proficient in technology, including office equipment and web-based applications.
- Excellent written and verbal communication skills.
- Familiarity with Microsoft Office Suite, particularly Outlook, Word, and Excel.
- Professional demeanor when addressing challenging customer inquiries.
- Commitment to providing exceptional customer service with attention to detail.
- Team-oriented with a dependable attendance record.
- Respectful and professional interaction with all staff and guests.
SPECIAL REQUIREMENTS:
- Reliable transportation for site visits and occasional evening or weekend meetings.
- Valid driver's license and compliance with company vehicle policies.
ESSENTIAL FUNCTIONS:
- Utilize standard office equipment, including computers and communication devices.
- Ability to walk properties for extended periods as needed.
- Ability to lift up to 25 pounds.
- Travel to various client locations as required.
The Management Association, Inc. is an Equal Opportunity Employer. We celebrate and support diversity.
The company reserves the right to modify this job description as necessary.
