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Community Association Support Specialist

2 months ago

Corona, California, United States The Management Association, Inc. Full time
Position Overview

Company: The Management Association, Inc.
Role: Assistant Community Association Manager
Employment Type: Full-Time, Non-Exempt
Salary Range: $23-$25 per hour

ABOUT THE COMPANY:

The Management Association, Inc. is a leader in community association management. We understand that fostering a thriving community requires more than just basic maintenance; it demands integrity, trust, and proactive support. Our success stems from our commitment to anticipating 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 establishing best practices daily. We invite you to explore this opportunity to be part of our dedicated team.

POSITION PURPOSE:

This entry-level role provides 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 responsibilities.

KEY RESPONSIBILITIES:

  • Assist in conducting scheduled site evaluations and project inspections for the assigned portfolio.
  • Draft customized correspondence, notices, newsletters, and other communications as directed by the Community Manager.
  • Become familiar with governing documents and association regulations.
  • Maintain accurate records of community information, including vendor contracts 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 meetings.
  • Address inquiries from Board members and homeowners regarding association matters.
  • Assist in financial management tasks, including invoice review and coordination of tax preparations.
  • Facilitate vendor bid requests and service contracts.
  • Prepare comparison charts for RFP specifications following company guidelines.
  • Initiate project tracking for large-scale initiatives.
  • Help prepare Board meeting materials, including agendas and calendars.
  • Communicate effectively with Board members, homeowners, and vendors regarding community operations.
  • Manage association records requiring signatures and ensure proper storage.
  • Assist with follow-up on meeting action items, including drafting minutes.
  • In the absence of the Community Manager, oversee urgent vendor needs.
  • Generate reports and create custom 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 Microsoft Office Suite, particularly Outlook, Word, and Excel.
  • Excellent written and verbal communication skills.
  • Capable of maintaining professionalism in challenging customer interactions.
  • Detail-oriented with a commitment to high-quality customer service.
  • Team-oriented with a dependable attendance record.
  • Must possess a valid driver's license and reliable transportation for site visits.

WORKING CONDITIONS:

  • Standard office hours with potential for occasional extended hours.
  • Ability to travel to offsite client locations as needed.

The Management Association, Inc. is an Equal Opportunity Employer, celebrating diversity and inclusion.

We reserve the right to modify this job description as necessary.