Community Manager Assistant

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 .

Job Description

The Community Manager Assistant is responsible for providing administrative support to their
assigned Community Association Managers (CAMs). They lead, train, and manage their CMA team.
The CMA must possess leadership and management abilities, must be extremely organized, possess
supreme office skills, and have a positive attitude.

Duties include but are not limited to:
Review current processes and recommend procedural or policy changes to improve operations
Arranges coverage for CMAs that are out of office
Send Email blasts, TownSq notices, and faxes per CAM request
File association correspondence into vault and F drive per CAM request
Prepare and send Board Meeting packets per CAM request
o Conduct Board Meeting Quorum calls per CAM request
o Order Pizza or Subway Sandwiches for Board Meetings per CAM request
Complete all mailouts per CAM request (printing, stuffing, posting)
o Utilize USPS, Certified, FedEx, or UPS per CAM direction
Charge violations, mail, and process admin. charges
Extract monthly financials from vault, create long, short, and watermarked versions
o File to F drive, post to TownSq, print, mail, and/or email to BOD
Update C3 Association Facts, notes, and popups as needed.
Input written consents into the annual meeting program (AMP)
o Upon receipt of letters and written consent forms from CAM, complete mailout to owners
Upon receiving HO6 from homeowners; Scan, Document in C3, e-file, and send to insurance agent
Process annual budget for assigned CAMs (assemble, print, mail, and e-file)
Receive Annual Meeting dates/times/locations from CAMs to prepare informal (75-day notice),
formal (45-day notice) packet, AMP file, and folder preparation for each annual meeting
o Receive and track all proxies, providing quorum counts to CAM
Attend Annual Meetings as scheduled, to register owners, and tally all votes
Receive changes to Board Roster from CAM, and update in C3
Process Condominium Association Biennial Registration for assigned CAMs properties (every odd
year)
Keeps work spaces organized and professional
Other duties as assigned.

Requirements

Knowledge of general office equipment (copier, fax, phone systems, etc.).
Knowledge of Microsoft Outlook, Word, and Excel
Ability to learn and utilize proprietary systems quickly and efficiently
Professional communication skills (phone, interpersonal, written, verbal, etc.).
Self-motivated, proactive, detail oriented and a team player.
Time management and time critical prioritization skills.
High School diploma or GED Required
Associates Degree Preferred
0 – 3 years of directly related or closely related experience

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.