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RealManage · 2 days ago

Onsite Assistant Community Association Manager (Fishhawk Ranch)

Lithia, FL

Full-time

Onsite

Entry, Mid Level

RealManage is a company that specializes in the management of community associations with onsite staff. The Assistant Community Association Manager assists in the daily operations of community associations, ensuring professional services and exceptional customer satisfaction in alignment with the company’s guiding principles.

Real Estate

Responsibilities

Assist Onsite Manager as needed/directed and understand the roles of the General Manager (CAM – Community Association Manager)

Assist in the direction of the performance of onsite staff and office workflow

Alert Manager of observed issues with staff and/or onsite operations, keeping regular and open communication with Manager

Attend and create and/or assist in the preparation of accurate agendas, packets, and minutes, for all board and committee meetings in accordance with the association’s policies

Verify deputy is scheduled for all Board Meetings, with additional officers for large meeting (Annual, Budget and Townhall’s etc.)

Create the VEC Committee hearing packet/agenda & type VEC minutes

Assist Manager with obtaining and reviewing vendor bids to ensure continuity and accuracy for the Board

Manages the Association website, CiraNet calendar and CiraNet document archive

Monitor/review/manage all ACC request between the ACC and individual owners as well as email

Send ACC approvals/denials, as directed. Escalate to onsite Manager as needed

Prepare a daily estoppel report and ensure inspector(s) are issuing violations, monitor & manage those addresses progress to ensure an accurate transition of any potential, new, or existing violations/fines between owners working closely with inspector(s) to ensure accuracy

Resident Ambassador program coordinator – work with Ambassadors and the Board Ambassador liaison, coordinate emails Ambassador meetings, facilitates meetings and types meeting minutes

Work with the community newsletter editor. Review and occasionally assist with articles to be published in the Association’s newsletter (The Talon) and ensure newsletter is sent to Resident Ambassadors monthly

Contact new homeowners/tenants as part of the welcome process

Assist Office coordinator and Administrative Assistant with calls, emails and walk-ins who may need assistance, and escalate as needed

Assist Office Coordinator and Administrative Assistant in distributing mailbox numbers and logos, gate transmitter, etc. as well as process payments as needed

Assist with additional projects or tasks as needed and directed by the Manager

Qualification

Community Association ManagementCustomer ServiceOffice Workflow ManagementVendor ManagementTeam CoordinationMeeting PreparationNewsletter CoordinationCommunication Skills

Required

Assist Onsite Manager as needed/directed and understand the roles of the General Manager (CAM – Community Association Manager)

Assist in the direction of the performance of onsite staff and office workflow

Alert Manager of observed issues with staff and/or onsite operations, keeping regular and open communication with Manager

Attend and create and/or assist in the preparation of accurate agendas, packets, and minutes, for all board and committee meetings in accordance with the association's policies

Verify deputy is scheduled for all Board Meetings, with additional officers for large meeting (Annual, Budget and Townhall's etc.)

Create the VEC Committee hearing packet/agenda & type VEC minutes

Assist Manager with obtaining and reviewing vendor bids to ensure continuity and accuracy for the Board

Manages the Association website, CiraNet calendar and CiraNet document archive

Monitor/review/manage all ACC request between the ACC and individual owners as well as email

Send ACC approvals/denials, as directed. Escalate to onsite Manager as needed

Resident Ambassador program coordinator – work with Ambassadors and the Board Ambassador liaison, coordinate emails Ambassador meetings, facilitates meetings and types meeting minutes

Work with the community newsletter editor. Review and occasionally assist with articles to be published in the Association's newsletter (The Talon) and ensure newsletter is sent to Resident Ambassadors monthly

Contact new homeowners/tenants as part of the welcome process

Assist Office coordinator and Administrative Assistant with calls, emails and walk-ins who may need assistance, and escalate as needed

Assist Office Coordinator and Administrative Assistant in distributing mailbox numbers and logos, gate transmitter, etc. as well as process payments as needed

Assist with additional projects or tasks as needed and directed by the Manager