ACCESS | MANAGEMENT ∙ REALTY ∙ MAINTENANCE ∙ LIFESTYLE · 3 weeks ago
Assistant Community Manager
Ocala, FL
Full-time
Onsite
New Grad, Entry LevelAccess Management is a company that fosters a positive and supportive work environment for its employees. The Assistant Community Manager provides administrative and clerical support to the Community Manager and serves as a contact for homeowners and board members, ensuring efficient communication and organization within the community.
ConstructionReal Estate
Responsibilities
Receive incoming phone calls/email and respond as directed or appropriate
Draft and send professional correspondence for a variety of matters to homeowners, board members, committee members, vendors, etc. (in a variety of formats – letters, emails, etc)
Fill in for receptionist as needed
Maintain the Portfolio Managers schedule, calendar and files
Assist in maintaining the Community’s hard files and uploading files to Vantaca
Keep spreadsheet of all ARC applications and status, provide correspondence to committee members and homeowners within 24 hours
Communicate with managers regarding status of ARC Applications with a minimum of weekly contact
Assist in posting and keeping Community website updated, which includes the daily syncing of Connect with the website and adding monthly committee and board agendas and minutes as needed
Send out email blasts as requested by Manager and Board
Update HOA contact and Board / Committee information with up to date information
Assist in the preparation and organization of all materials needed for board meetings
Receive and respond to any homeowner and/or Board of Director inquiries (verbal and written) in a professional, efficient and timely manner
Serve as the direct staff liaison for ARC Committee and Landscape Committee
Receive and track all ARC submittals, processes ARC application payments, attends meetings, drafts agendas and minutes and sends follow-up response letters to the homeowners
Assist Community Manager with the creating, printing and mailing of the newsletter (Quarterly)
Assist in processing the recording of the return ballots for annual meeting / elections
Work with the Community’s Inspector when required on the violation process
Assists Community or General Manager in developing operating budget for facilities maintenance and monitors expenditures
Assist the Community Managers with the organization of Annual, Budget, Board, Election and Special meetings of the Association within legal requirements
Properly documents all Homeowner requests and processes accordingly
Practice and adhere to Access Management’s Service Standards
Conduct business at all times with the highest standards of personal, professional and ethical conduct
Perform or assist with any operations as required to maintain workflow and to meet schedules
May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines
Ensure all safety precautions are followed while performing the work
Follow all policies and Standard Operating Procedures as instructed by Management
Perform any range of special projects, tasks and other related duties as assigned
Qualification
Required
Provides administrative and clerical support to Community and Manager in all areas
Serves as contact for all Homeowners and Board Members
Performs all duties in accordance with Access Management's policies, processes and procedures and within the realm of the management philosophy
Receive incoming phone calls/email and respond as directed or appropriate
Draft and send professional correspondence for a variety of matters to homeowners, board members, committee members, vendors, etc. (in a variety of formats – letters, emails, etc)
Fill in for receptionist as needed
Maintain the Portfolio Managers schedule, calendar and files
Assist in maintaining the Community's hard files and uploading files to Vantaca
Keep spreadsheet of all ARC applications and status, provide correspondence to committee members and homeowners within 24 hours
Communicate with managers regarding status of ARC Applications with a minimum of weekly contact
Assist in posting and keeping Community website updated, which includes the daily syncing of Connect with the website and adding monthly committee and board agendas and minutes as needed
Send out email blasts as requested by Manager and Board
Update HOA contact and Board / Committee information with up to date information
Assist in the preparation and organization of all materials needed for board meetings
Receive and respond to any homeowner and/or Board of Director inquiries (verbal and written) in a professional, efficient and timely manner
Serve as the direct staff liaison for ARC Committee and Landscape Committee
Receive and track all ARC submittals, processes ARC application payments, attends meetings, drafts agendas and minutes and sends follow-up response letters to the homeowners
Assist Community Manager with the creating, printing and mailing of the newsletter (Quarterly)
Assist in processing the recording of the return ballots for annual meeting / elections
Work with the Community's Inspector when required on the violation process
Assists Community or General Manager in developing operating budget for facilities maintenance and monitors expenditures
Assist the Community Managers with the organization of Annual, Budget, Board, Election and Special meetings of the Association within legal requirements
Properly documents all Homeowner requests and processes accordingly
Practice and adhere to Access Management's Service Standards
Conduct business at all times with the highest standards of personal, professional and ethical conduct
Perform or assist with any operations as required to maintain workflow and to meet schedules
May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines
Ensure all safety precautions are followed while performing the work
Follow all policies and Standard Operating Procedures as instructed by Management
Perform any range of special projects, tasks and other related duties as assigned
Benefits
Medical/Dental/Vision insurance-Percentage of premium covered by Access Management for all full time positions
Paid days off
40 hours PTO available after 90 days of employment
40 hours PTO available after 6 months of employment
Matching 401k plan
$15,000 Employer paid life insurance available for all fulltime positions with option to purchase additional coverage
Professional development opportunity
Short and long term disability available
Accidental Death and Dismemberment Plan
Hospitalization Plan
Company
ACCESS | MANAGEMENT ∙ REALTY ∙ MAINTENANCE ∙ LIFESTYLE
Access Management stands as a beacon of excellence in Association Management, Lifestyle, Maintenance, and Realty services.
Founded in 2005
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase