With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.
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Professional Community Management (PCM) is seeking a motivated, detailed, communicative, and personable professional to join our onsite team as an Assistant General Manager (AGM).
Position Description:
The Assistant General Manager (AGM) will assist the on-site management office with a wide variety of administrative and staff support services. Perform office work directly related to property management and general business operations of the association. AGM will act as a liaison to the General Manager and homeowners primarily, but will interact with vendors, board members and committee members, as well as staff at the Associa Client Shared Service Center (CSSC).
Job Duties and Responsibilities include, but are not limited to:
GENERAL ADMINISTRATIVE
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Greet and assist those visiting the on-site office.
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Process and distribute incoming and outgoing mail and deliveries.
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Field and respond promptly to inquiries via telephone, e-mail, written correspondence, TownSQ (homeowner portal) requests or in person; follow through on various requests and/or refer to General Manager as appropriate.
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Organize and prepare professional correspondence relating to association business.
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File, scan, and maintain homeowner, vendor, etc., hardcopy and electronic files and documents.
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Organize and maintain workspace, file, and stock rooms; alert General Manager of low supplies and assist in supply stocking and distribution.
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Printing and scanning as general office support.
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Preparation of the monthly newsletter.
MANAGEMENT SUPPORT
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Assist General Manager in keeping pertinent Association and homeowner data current in directory, computer C3 program; update files in shared drive and/or the appropriate binders and on-site homeowner files.
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Assist General Manager in preparing notices, flyers, meeting agendas and other various documents, (e.g., maintenance service or projects, activities, meetings, etc.).
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Assist General Manager in preparing and updating management reports and compiling documents and copies for Board meeting packages.
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Assist General Manager in posting announcements or documents to TownSQ (homeowner portal) and community bulletin boards.
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Complete property inspections for services needed, prepare work orders, and schedule repairs when required/approved.
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Complete weekly compliance inspections and preparation of violation and hearing letters. Ownership of compliance process from inspection, correspondence, tracking, follow-up, to closing of violations upon compliance.
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Assist General Manager in creation of RFPs and obtaining bids from vendors for maintenance issues.
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Set-up, attend, and assist with in-person and Zoom Board meetings, annual elections, and other Association events as needed.
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Assist in the set up and break down for Board of Directors and Committee meetings, and social activities as needed.
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Assist Board members and community volunteers as requested by General Manager.
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Relieve General Manager with job tasks on an as needed basis.
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Assist the General Manager with special projects as assigned.
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Assist the General Manager in Risk Management pertaining to incidents reported and/or common area damages occurring on the property.
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Oversee the maintenance of homeowner and general hard copy files, electronic files, and scanning of documents.
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Be primary contact for homeowners and vendors when General Manager is not available.
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Support General Manager as liaison to assigned committee(s), as directed.
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Update Association website, as directed, with meeting agendas, draft of General session meeting minutes, and approved meeting minutes.
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Maintain Board of Directors minute books and scan to corporate folder.
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Maintain Association policies and operating procedures.
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Assist General Manager in ensuring the information on the On-Call Sheet is current.
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Ensure legal documents, contracts, proposals, minutes, and checks are available to Board members for signing at meetings.
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Additional duties may be assigned, as deemed necessary, by the General Manager. Employee to follow any other instructions and perform any other duties, as requested by General Manager.
HOMEOWNER SUPPORT
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Assist homeowners in registering on TownSQ (homeowner portal) and assisting with forms for Autopay.
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Distribute homeowner key fobs per rules, receive and log FOB number(s), receive and log any payment.
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Receive Clubhouse rental applications, fees, and refundable deposits from homeowners; schedule rentals, log rental and payments, maintain rental calendar/binder; check Clubhouse keys in and out for scheduled rentals.
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Distribute architectural, design, and landscape application forms and rules to homeowners as requested.
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Receive and check architectural, design, and landscape applications for completeness. Receive and log-in completed application forms, architectural plans, and associated documents from homeowners.
While this is an extensive list of job responsibilities, it is expected that an individual in this position is hands-on and flexible in performing, assisting, and/or supervising any necessary task that is requested by the Association and/or the General Manager. Management reserves the right to add, modify, change, or rescind the work of different assignment positions.
Extraordinary customer service skills.
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Proficiency in Microsoft Office products (Word, Excel, Outlook, and Publisher).
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Proficiency in typical business correspondence, (grammar, structure, punctuation, spelling, etc.).
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Ability to maintain a positive, cordial, and businesslike relationship with owners, residents, contractors, and the general public.
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Ability to perform administrative tasks, work without supervision, and work cooperatively with other staff members.
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Strong verbal and written communication skills.
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Ability to prioritize based on needs of the business and health, safety, and property threatening issues.
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Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
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Confidentiality and discretion in the performance of all duties and responsibilities.
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Be familiar with association governing documents, Rules and Guidelines, Board policies and procedures, homeowner forms/applications and their requirements.
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Proficient in operating general office equipment (copier, computer, phone, etc.).
EDUCATION AND EXPERIENCE
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2-Year college degree required (associate degree).
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4-Year college degree preferred (bachelor’s degree).
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Community association experience a plus.
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CMCA certification is required within the first year of employment.
AVAILABILITY
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Full-time, Monday through Friday, 9:00 a.m. until 5:00 p.m.
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Additional or irregular work hours as needed for Board meetings and association emergencies.
SALARY
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$70,000 Annually.
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We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.