Job Description

Associa Carolinas is hiring an Assistant Community Manager to support its large-scale, 55+ active adult community in Durham, NC.

The Assistant Community Manager is responsible for providing clerical and administrative support to the Community Managers. The Assistant Community Manager is the liaison to the Community Manager and homeowners primarily, but will also occasionally interact with vendors, Board members, and committee members. They perform administrative tasks like documentation, editing, filing, and organization. They also manage front desk operations to ensure excellent customer service and policy enforcement.

Work hours: Monday - Friday, 8:30am - 4:30pm.

Daily responsibilities:

• Maintains positive and professional communication with each owner to create, enhance and promote a friendly interaction between owners and staff.
• Project management and template development using ClickUp platform. Work with the Operations Manager to lay out the project flow for upcoming operations and reserve projects.
• Create communication strategies to promote Association meetings, events, and other campaigns as assigned. This will include work on a community newsletter.
• Manages information on the community website to ensure the most current information is always being posted and updated.
• Oversee front desk operations by approving schedules, reviewing current processes, recommending procedural or policy changes to improve operations, and providing support for new homeowner setup.
• Ensures that the telephone is answered properly and that messages are handled courteously, accurately, and within 24 hours.
• Identifies and clarifies the resident’s needs while maintaining owner confidentiality and keeping General Manager informed.
• Gathers information from all applicable groups on upcoming events, programs, and meetings for the creation of the newsletter and updating of the community website.
• Take minutes/notes at HOA Board meetings.
• Assist in preparing agendas, updating management reports, and compiling documents and copies for Board meeting packages.
• Inventory management of office and building supplies.
• Responsible for electronically filing Association documentation in the server as well as the company and Association websites as required by management.
• Provides back-up coverage for front desk attendants in covering the phone system and greeting office visitors as requested and/or scheduled.
• All other duties as assigned
  
  

Qualifications

• Project management at a proficient level.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at an expert level.
• Knowledge of company policies, procedures, and forms at an expert level.
• Knowledge of conflict resolution techniques at an expert level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Self-motivated, proactive, detail-oriented, and a team player.
• Time management and time-critical prioritization skills.
• Associate's Degree required. Bachelor’s Degree preferred.
• 3-5 years of directly related or closely related experience.
• 1+ years of Management and/or Supervisory experience.
• 1+ years of Community Association experience.

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