Property Manager Assistant

Job Description

The Community Manager Assistant is responsible for providing administrative support to their assigned Community Association Managers (CAMs).

Must have the ability to effectively communicate via phone and email ensure all administrative duties are completed accurately and delivered with high quality and in a timely manner.

Duties include but are not limited to :

• Correspondence : Send Email blasts, post TownSq notices, and faxes per CAM request
• File association correspondence into vault and F drive per CAM request
• Board meetings : Send Board Meeting packets, and vault per CAM request, Conduct Board Meeting Quorum calls per CAM request, Order Pizza or Subway Sandwiches for Board Meetings per CAM request
• Mailouts : Complete all mailouts per CAM request (printing, stuffing, posting) Utilize USPS, Certified, FedEx, or UPS per CAM direction
• Monthly Financials : Extract monthly financials from vault, create long, short, and watermarked versions, File to F drive, post to TownSq, Print, Mail and or Email per CAM request
• Written consents : Enter into the annual meeting program (AMP), Upon receipt of letters and written consent forms from CAM, complete mailout to owners, Receive and track returned consent forms
• Annual budget : Assemble completed budget from Accounting, Save, print, and mail to homeowners and upload watermarked version to TownSq, Save Budget Short & Reserve Short to Community Archives, Vault Budget Long, Budget Short, Reserve Long & Reserve Short, Upload watermarked Budget Long to TownSq for Board
• Annual Meetings : Receive AA Notice from CAMs, Prepare informal (75-day notice), Prepare formal (45-day notice) packet, AMP file, and folder preparation for each annual meeting, Receive and track all proxies, providing quorum counts to CAM, Attend Annual Meetings as scheduled, to register owners, and tally all votes (Need driver’s license and vehicle), Scan Certificate of election and voting certificate to vault and F drive, Process charges to AOAO, CAM to notify CMA when minutes are filed in F drive (within 16 business hours), Update Board Roster, send copy via email to CAM, and vault, Send audit to owners who requested via proxy
• Board Rosters : Receive all interim changes to Board Roster from CAM, update in C3, and send via email to CAM
• Condominium Association Biennial Registration : Process every odd year for assigned CAM’s properties

Requirements

• Knowledge of general office equipment (copier, fax, phone systems, etc.).
• Knowledge of Microsoft Outlook, Word, and Excel
• Ability to learn and utilize proprietary systems quickly and efficiently
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.
• High School diploma or GED Required
• Associates Degree Preferred
• 0 3 years of directly related or closely related experience
• Drivers license required

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee

to successfully perform the essential functions of this job. Reasonable accommodations may be made

to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand and to reach

above shoulders with hands and arms in order to file a variety of documents; use hands and fingers

to input data to information system; and talk or hear in order to gather and provide information on

departmental processes. The employee is often required to sit in order to process information and

conduct data entry activities.

ENVIRONMENTAL DEMANDS

Work is performed in a climate-controlled office without exposure to adverse environmental

conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise

extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or

pathogenic substances.