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Community Specialists · 1 day ago

Assistant Community Association Manager

Chicago, IL

Full-time

Onsite

Mid Level

$62K/yr - $72K/yr

3+ years exp

Community Specialists is dedicated to enhancing the living experience at 1000 Lake Shore Plaza. The Assistant Community Association Manager will assist in managing property operations, facilitate communication between residents and management, and handle various administrative and bookkeeping tasks.

Real Estate

Responsibilities

Answer phones and respond to residents, owners and vendors regarding general information as needed

Draft and issue resident and vendor communication, under direction of Community Association Manager

Schedule special service requests such as extermination with owners

Issue violation and non-compliance letters to owners at the direction of Community Association Manager

Other correspondence as required by the Community Association Manager

Process accounts payable and receivable in compliance with Corporate Accounting standards

Prepare bi-weekly payroll for Maintenance and Front Desk staff (Paylocity)

Prepare owner billings/work orders, late fees, etc

Print assessment invoices as needed

Monitor service requests and prepare appropriate bill back charges

Update billing charges on regular basis to reflect current costs

Provide account information to owners as requested

Prepare manual deposits

Provide closing documents to Corporate office for new owners

Organize and maintain all property files (both paper and electronic), including resident, vendor, Association and reserve project files

Organize, maintain and order office supplies

Maintain office equipment in good working order and assure sufficient supply levels

Maintain resident database utilizing electronic system

Prepare for review by Community Association Manager and corporate office: 22.1 Disclosures, paid assessment letters, right-of-first-refusal waiver, and maintain online document resource center (HomeWise Docs)

Coordinate sales process with resident broker, attorney and Association Board

Maintain owner/resident contact information in database

Maintain BuildingLink online calendar for deliveries, moves and contractor activities

Coordinate new owner/renter orientations to collect all necessary paperwork

Coordinate unit remodeling process

Approve moves upon completion of paperwork of resident/owner

Solicit bids for general operational services (i.e. extermination, office equipment leases, carpet cleaning, etc.)

Assist Community Association Manager in preparation of annual budget

Perform regular property walk-through inspections

Maintain bike rooms

Assist the Community Association Manager in the management of the Front Door and Maintenance staffs through effective communication, supervision, training and scheduling

Assist Community Association Manager in preparation of monthly Board Meeting Books, take and prepare written draft of monthly meeting minutes, assemble books (both hardcopy and electronic)

Coordinate mass mailings to unit owners

Maintain a well-organized, efficient office

Make decisions within the scope of what the Community Association Manager is allowed when manager is unavailable

Other duties, as assigned by Community Association Manager

Attendance requires at monthly, evening Board of Directors meetings and take minutes

Annual meeting and holiday party planning and oversight

Qualification

Community Association Manager's licenseProperty management experienceBuilding systems knowledgeAccounting knowledgeComputer proficiencyCustomer service skillsProficient writing skillsLeadership qualities

Required

Three-years of on-site property management office experience

Current State of Illinois Community Association Manager's license

Associate's degree, or vocational/technical training required

Strong customer service skills

Knowledge of building systems, HVAC, plumbing, electrical

Computer proficiency, including working knowledge of Microsoft Word, Excel, Outlook and PowerPoint; BuildingLink, Jenark Accounting System and Paylocity a plus

Accounting knowledge

Proficient writing skills

Enjoys interacting with people and demonstrates good judgement and leadership qualities