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Assistant Community Association Manager

2 months ago

Chula Vista California, United States RealManage Full time
About RealManage

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.

Job Summary

We are seeking a highly motivated and detail-oriented Assistant Community Association Manager to join our team. As an Assistant Community Association Manager, you will assist 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 company's guiding principles.

Responsibilities
  • Practice and adhere to the Guiding Principles of the company and respond to all inquiries within 24 hours of receipt.
  • Acquires and maintains current knowledge of state and regulatory agency statutes and the community's documents, policies, 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 association's 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 Manager's 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.
  • Plus any other tasks assigned by supervisor.
Qualifications
  • High school diploma or GED required. Associate degree preferred.
  • Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
  • Excellent computer proficiency (MS Office – Word, Excel and Power Point).
  • Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.
  • Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
Benefits
  • $21.00 to $24.00, depending on education and experience.
  • 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