Assistant Community Manager

Provides administrative and clerical support to Community Managers 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.

Essential Duties & Responsibilities: The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

• 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 Community Managers schedule, calendar and files.
• Assist in maintaining the Community’s hard files and uploading files to Caliber 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 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, , 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 if applicable.
• 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.

Additional Responsibilities:

• 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.

Supervisory Responsibility: Non-Applicable

Tools & Equipment: Computer, phone, cell phone, printer, office equipment

Physical Requirements/Working Environment:
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to lift 25lbs. Must be able to sit for extended periods of time. Must be able to stand for long periods of time and be able to freely move about the office and building.

Work Environment:
The work environment characteristics are normal office conditions at an onsite community facility. This is a full time position. There will be occasions when it is necessary to work various evenings, weekends and holidays. Consistent and regular attendance required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

Disclaimer: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all- inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

Job Type: Full-time
Salary: $17.00 - $18.00 per hour
Benefits: 401(k) 401(k) matching, Dental insurance, Health insurance, Paid time off, Referral program, Vision insurance

Schedule: 8 hour shift Monday to Friday

Ability to commute/relocate: Tampa, FL: Reliably commute or planning to relocate before starting work (Required)

Education: High school or equivalent (Preferred)

Experience:
Property management: 1 year (Required)
Microsoft Office: 3 years (Required)
Customer service: 2 years (Required)
Work Location: One location