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RealManage · 1 day ago

Onsite HOA Assistant Community Association Manager (Fairbanks Ranch)

Rancho Santa Fe, CA

Full-time

Onsite

Mid Level

$105K/yr - $115K/yr

RealManage is a company that specializes in the management of community associations with onsite staff. The Onsite Assistant Community Association Manager supports the general manager in operating the association efficiently and effectively, focusing on fiscal discipline and enhancing community assets.

Real Estate

Responsibilities

Assist the General Manager, Financial Manager, Board Treasurer, and Finance Committee in the development of the annual operating, cash, and capital budgets

Review and code accounts payable invoices for payment daily

Receive and respond to escalated incoming calls from homeowners, board members, and vendors. Follow through on various requests, while maintaining records of those inquiries in CiraNet

Secure and protect all the association assets while maintaining an inventory system, including, but not limited to, access control devices, tools and supplies, furnishings and fixtures, cash and check payments, etc

Prepare and assist the General Manager with monthly board meeting packages, meeting notices, annual election materials, and committee meeting materials

Manage board meeting location set-up, including board table and audience chair set up, speaker and microphone set up, virtual meeting link set up, membership chat log, and presentation screen

Attend monthly board meetings and annual members meetings and assist the General Manager in drafting meeting minutes, recording action items assigned to the management team during the meeting, and resident feedback received at the meetings

Attend all committee meetings as needed and assist the committees in drafting their meeting minutes

Attend all Rules Committee meetings and record homeowner hearing outcomes and execute committee direction for compliance enforcement in the meeting minutes, CiraNet, and communicate with homeowners regarding hearing outcomes

Meet with the ECC, Maintenance, Security, and PLM staff for regular updates on their departments’ productivity, challenges, and prepare reports to update the board at the monthly board meeting

Prepare and fulfill the new board member packets within two (2) working days of the annual election meeting

Manage the volunteer process and maintain a data file of volunteers for each committee, and manage committee requests for meeting space

Attend and support all quarterly community event execution

Proofread all community correspondence before distribution

Other duties as assigned by the General Manager