Onsite Administrative Assistance

Job TitleOnsite Administrative Assistance
LocationAustin, TX
Job Description

Position Summary

The Assistant Community Manager is responsible for providing clerical and administrative support to the Community Manager(s). The Assistant Community Manager is the liaison to the Community Manager(s) and homeowners primarily, but will also occasionally interact with vendors, board members and committee members, as well as staff at the Associa Client Shared Service Center (CSSC) and within the branch office. 

 

Duties include but are not limited to: 

• Field and respond promptly to homeowner inquiries via phone, e-mail, work order, letter, and/or in person.
• Interact with vendors and assist with addressing emergency requests as necessary
• Update notes within homeowner accounts in C3 of conversations/correspondence with homeowner.
• Assist in preparing agendas, update management reports, and compile documents and copies for Board meeting packages.
• Prepare newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings, etc.
• Assist in preparing annual disclosure packages, annual meeting notifications, and annual financial statement packages for all homeowners and arrange bulk mailing of same within the time frames set by state statute or governing documents.
• Assist Community Manager in monitoring client delinquency rates and collections process for account portfolio.
• Maintain property files and unit files.
• Assist with processing new homeowner welcome packets.
• Assist with issuing of key fobs, pool passes and processing access keys.
• Assist Community Manager with ARB (Architectural Review Board) application processing and perform on-site community inspections as necessary.
• Assist Community Manager with requests for proposals, repair quotes, insurance notifications.
• Assist Community Manager in preparing homeowner CC&R violation letter and communicate results of hearings to homeowners within the time frames set by state statues or governing documents as needed.
• Assist homeowners with Associa corporate programs (website, portals, etc.) including client enrollment.
• Participate in Associa training including Associa University webinars, etc.
• While the list above is an extensive list of job responsibilities, it is expected that the individual in this position is hands on and flexible in performing, assisting, and/or supervising any necessary task that is requested by our client and/or the management agent.
• Other duties as assigned.

Requirements

Education and Experience

• Desire and ability to obtain Texas Community Association Manager License (LCAM)
• Industry experience is a plus
• Associate’s degree required; Bachelor’s degree preferred
• Exceptional communication skills both written and verbal with a polished, professional and friendly demeanor

Company DescriptionWith more than 180 branch offices across North America, Associa delivers unsurpassed management and lifestyle services to nearly five million residents worldwide. Our 10,000+ team members lead the industry with unrivaled education, expertise and trailblazing innovation. For more than 40 years, Associa has provided solutions designed to help communities achieve their vision. To learn more, visit www.associaonline.com.