Assistant Community Association Manager

$50,000 - $55,000/Yr

FirstService Residential - Bethany Beach, DE

Full-time - Entry Level

Bethany Beach, DE

Real Estate

About the position

As an Assistant Community Manager, you will provide support to management in the overall operations of the Community Association business and deliver exceptional customer service to owners, residents, clients, and vendors. This role is crucial in ensuring that the community operates smoothly and that all stakeholders are satisfied with the services provided. You will be responsible for a variety of tasks that contribute to the effective management of the community, including financial management, recordkeeping, and communication with residents and vendors. Your primary focus will be on providing exceptional customer service, responding to inquiries, and resolving questions or concerns in a timely manner. You will assist with the daily general financial management and recordkeeping, ensuring that all financial documents are maintained accurately. Additionally, you will be involved in the bid process, conducting regular inspections of the site as needed, and maintaining all records in the Connect system, which includes work orders, resident information, Association documents, and community information. You will also ensure the maintenance of all files, records, and correspondence in accordance with company procedures and good business practices. Attendance at all Board meetings is necessary, and you will assist with the preparation of the Board meeting agenda, monthly management report, and all other reports and materials needed for the Board Packet. Furthermore, you will help establish an annual calendar indicating all association activities, deadlines, elections, meetings, projects, etc. Your role will also involve assisting walk-in homeowners and referring them to the Community Manager when necessary, handling mailings as needed, and maintaining organized recordkeeping with binders for various documents such as Monthly Agendas, Modification Requests, Work Orders, and Financials. Regular meetings with the Community Manager will be essential to ensure the completion of open action items, and regular attendance and punctuality are critical functions of this role.

Responsibilities

• Provide exceptional customer service to clients and vendors at all times
• Respond to inquiries and provide resolution to questions or concerns in a timely fashion
• Assist with the daily general financial management and recordkeeping
• Assist with the bid process
• Conduct regular inspections of the site, where needed
• Maintain all records in Connect including work orders, resident information, Association documents, community information
• Ensure maintenance of all files, records and correspondence in accordance with company procedures and good business practices
• Attend all Board meetings, where necessary
• Assist with preparation of Board meeting agenda, monthly management report and all other reports and material needed for Board Packet
• Assist with establishing an annual calendar indicating all association activity, deadlines, election, meetings, projects, etc.
• Assist all walk-in homeowners and refer to Community Manager, when necessary
• Handle mailings, as needed and required
• Recordkeeping - binders to be kept with the following: Monthly Agendas, Modification Requests, Work Orders, Financials (including Social/Trip accounting)
• Meet with Community Manager weekly to ensure completion of open action items
• Regular attendance and punctuality are essential functions for the role

Requirements

• College degree or equivalent work experience required
• Minimum of 2 years' experience in a customer service environment
• Strong organizational skills
• Strong written and verbal communication skills
• Excellent computer skills required including email, Word, Excel and PowerPoint
• Excellent organizational skills and project management
• Exceptional communication and interpersonal skills
• Advanced written communication skills
• Advanced Microsoft Office skills
• Knowledge of basic accounting/budgeting procedures
• Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others
• Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats and in a timely manner
• Ability to conceptualize, plan and organize multiple programs and assignments effectively
• Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays
• Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances
• Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties

Benefits

• Choice of multiple medical plans
• Dental insurance
• Vision insurance
• Time off benefits
• Paid holidays
• 401k with company match