Assistant Community Manager

If you are looking to join a team that takes pride in a high-performing culture, with specific focus to empower employees to reach their highest potential; then you may have just found your perfect fit with Associated Asset Management (AAM).

Founded in 1990 AAM is celebrating nearly 30 years of being the industry leader of Professional HOA Management services in the United States. We specialize in the forward planning and strategic management of master planned, single family, condominium, active adult, urban high‐rise and mid‐rise communities. With over 860 employees in nine states, AAM is a professional and reliable leader within our industry. For more information, visit www.associatedasset.com.

Position Summary:

Primarily responsible for assisting Community Manager by providing effective customer service to onsite home owners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&R's) and management contracts.

Position Responsibilities:

• Provides administrative support and other tasks as directed to Community Manager. i.e. Monthly Debit Log and Financial Dashboard summary
• Partners with AAM's Management Team to ensure compliance with State and Federal Association Management Laws.
• Develops a working relationship with community board members and various committees.
• Maintain a professional rapport with the residents and vendors
• Ability to manage and deescalate difficult situations
• Performs community compliance inspections of common areas according to AAM's management contract.
• Communicates with homeowners concerning compliance with CC&R's and according to Board Approved Fine Policy.
• Reviews monthly financials and submits community accounts payable.
• Manages the Architect design review guidelines process and submits all Architectural Submittal Packets. Work with the City of Scottsdale to inquire when permits are required.
• Assists in obtaining and reviewing 3 bid proposals with Manager and provide excel spreadsheet summary for Finance Committee
• Maintains accurate and current association records, calendars, mailroom board and websites
• Designs Newsletters, brochures, pamphlets, handouts, etc. for community and Social Committee events
• Meeting Minute Taker for all Open Board Meetings and the Annual Member Meeting.
• Maintains open communication with contract vendors and ensures they provide current Certificates of Insurance & follow all rules and contract services.
• Maintains strict adherence to community and company deadlines
• Updates community disclosure packages, prepare Orientation binders and provides Orientations with new Homeowners
• Log in packages and tracking numbers via BuildingLink to notify residents that they have a package at front desk. Close out packages when residents retrieve. Delivery of packages up to 20 lbs is expected upon availability.
• Schedule move ins/move outs, deliveries, elevator and Club room reservations
• Answer phone and greet everyone with a positive and welcoming voice.
• When call comes in from front gate ask who they are visiting and if they are not scheduled ask them to sign in at the front desk, press 1 to grant access onto community. Guests, Vendors, Invitees must sign in at the front desk unless they are escorted by the homeowner.
• Performs other duties as directed by Board President and Community Manager.
• Works at the Direction of the Board. 

Knowledge, Skills, & Abilities:

• Strong computer software and internet proficiency.
• Excellent customer service and interpersonal skills: positive written and verbal communication abilities.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Ability to function efficiently in a high volume, fast-paced environment.
• Ability to interact and work positively, professionally and effectively with staff at all levels.
• Advanced communication skills (both verbally and written) and the ability to communicate with all levels of management, staff, residents, vendors, Board of Directors, Committees, guests, etc.
• Will need to attend AAM training classes, meetings and AACM Arizona Association of Community Managers Continuous Educational training
• Ability to work collaboratively and cooperatively within the Community as well as with all departments within AAM.

Physical Demands & Work Environment:

• Sitting and standing for moderate periods of time.
• Utilizing personal automobile for commuting for training classes, meetings etc.
• Walking community to inspect for violations and maintenance needs in common areas per management contract.
• Ability to lift and deliver packages up to 50 pounds.
• Ability to install and remove elevator pads for all deliveries and move ins/move outs.