Job Abstract

A South Orange County community association management company is looking for an Assistant Community Manager to join their team. This is a full-time, temp-to-hire opportunity with pay starting at $25-$27/hour. The hours are Monday through Friday 8:30am to 5:30pm, with some evening hours for meetings.

Assistant Community Manager Responsibilities:

• Assist the Office with phone coverage.
• Assist the Community Manager in administrative tasks such as maintaining records, processing homeowner inquiries, and managing correspondence.
• Help prepare and distribute meeting agendas, newsletters, notices (ei, Violations, Budgets, Audits, Special mailers), meeting punchlist(s), and minutes from board meetings.
• Distribute Board Packets as necessary at the direction of the Community Manager.
• Process architectural requests:
  • Take receipt of architectural applications; review for completeness and ensure all submittal requirements are met.
  • Process to and from Committee/Architect; issue approval or denial letters as directed.
  • Maintain organized architectural files and log up to date
• Maintain Workorder log
• Maintain an updated profile sheet/portfolio for each account at the direction of the Community Manager.
• Provide administrative assistance to the Community Manager
• Perform other duties as directed by the Community Manager

• Support financial management activities including collecting homeowner dues, and architectural fees, processing vendor invoices, and ensuring BHE extras are charged.
• Assist in preparing budgets under the guidance of the Community Manager.

• Serve as a primary point of contact for homeowner inquiries and concerns, providing timely and courteous responses. (ei. Phone calls and emails)
• Communicate effectively with homeowners, vendors, and board members to address issues and coordinate services.
• Be able to relate to the many diverse cultures, personalities and temperaments within the community and resolve business and homeowner problems in an ethical and professional manner.
• Provide telephone coverage and respond to customer service request

• Assist in coordinating and scheduling work orders for maintenance such as landscaping, janitorial, and repairs to ensure the communities are well-maintained.
• Ensure the workorder status log is up to date.
• Responsible for the distribution of keys/transponders/ remotes/fobs or other devices used by residents to access the community facilities.
• Monitor property conditions and report any maintenance issues to the appropriate personnel for prompt resolution.

• Assist in enforcing HOA rules and regulations by creating violation letters and distributing them to owners/residents, issuing fines as necessary, and documenting actions taken in violation logs.
• Work collaboratively with the Community Manager and Board to develop and update community policies as needed.

• Support Community Manager by securing quotes, overseeing work quality, and ensuring compliance with contracts.

• Assist in organizing and facilitating HOA board meetings.
• Help prepare meeting materials, agendas, and presentations as directed by the Community Manager.

Assistant Community Manager Qualifications:

• College education and experience with similar tasks is preferred
• Strong attention to detail
• Strong work ethic  
• Must be proficient with Microsoft Outlook, Word, and Excel.
• Conflict resolution skills
• Ability to work under, and consistently meet, tight deadlines.
• Ability to manage workflow amid shifting priorities
• Exhibit professionalism, professional attire and demeanor at all times.
• Demonstrate effective communication skills consisting of oral, written and listening skills.
• Demonstrate problem-solving and analytical abilities.
• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.
• Demonstrate organizational skills and ability to independently prioritize daily workload.
• Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions.

Compensation / Pay Rate (Up to): $25.00 - $27.00 Per Hour