What are the responsibilities and job description for the Assistant General Manager position at Associa?
The Assistant General Manager is the liaison among the General Manager, homeowners, members of the Board of Directors, Committee Members, and the association management staff. The Assistant General Manager is an onsite role who assists the General Manager with office, administrative and clerical functions, coordinating and scheduling, and project management. Team collaboration and customer service driven are essential for success in this role.
Daily responsibilities:
- Assist General Manager with implementation of Board policy and directives within the scope of the management agreement.
- Works with the board on strategic initiatives, policy governance and association projects.
- Walk and inspect property, ensure property is well maintained and HOA Code, Compliance, Rules & Regulations are adhered.
- Issues violation letters to homeowners and follow-up to ensure corrected.
- Meet and greet homeowners, residents, members of the Board of Directors, maintenance vendors and contractors.
- Research and respond to inquiries in-person, by phone, and email.
- Activate and issue pool passes, parking passes, and key FOBS.
- Receive, sort, log, and distribute mail and packages.
- Data enter and update information in the database; record and track documents and information.
- Assist in creating and managing the budgets; review financial reports, interpret Balance Sheet, Income Statement, Operating Expenses, and reserves.
- Submit RFPs, manage the bidding and vendor selection process, develop vendor relationships, and mange capital projects.
- Assist with maintenance requests and work orders; schedule and coordinate maintenance vendors and contractors for work to be done onsite.
- Assist in preparing board packages. Coordinate and schedule monthly and annual board meetings.
- Create and send out weekly mass communications by mail and email to homeowners notifying them of maintenance onsite, HOA guidelines, and community events.
- Assist homeowners in completing architectural review forms and follow-up with homeowners on the Board’s decision.
- Assist with other projects as assigned.
Qualifications:
- 2 years of community association experience.
- Well-versed in condominium association management.
- Knowledge of the Association Board of Directors, the General Manager, and how those roles interface with the requests of homeowners.
- Customer service driven and team oriented with a consultative approach when assisting others.
- Effective project management skills; ability to prioritize and manage multiple projects in various stages of completion and communicate with all parties involved.
- Excellent communication skills (written and oral) and conflict resolution techniques.
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