What are the responsibilities and job description for the Assistant Community Association Manager position at Associa?
The Maintenance Contracts Assistant is responsible for providing clerical and administrative support to the General Manager. The Maintenance Contracts Assistant will manage maintenance contracts and vendors relationships. The Maintenance Contracts Assistant is the liaison to the Vendors and Contractors, General Manager, Committee Members, Board of Directors, and homeowners, as well as staff at the Associa OnCall, Associa Client Shared Service Center (CSSC) and within the branch office.
Daily Responsibilities:
- Assist the onsite General Manager with maintenance vendor contracts and contracts management.
- Collaborate with the Grounds Committee on property improvements, enhancements, and maintenance of aging amenities.
- Partner with Associa On Call Maintenance Technicians to be onsite twice a week to do work and maintenance projects.
- Walk / drive the property and conduct routine site inspections of property and its amenities, ensuring property is well maintained and in compliance.
- Submit RFPs to vendors and contractors for routine and preventative maintenance work and capital projects. Manage the bidding process.
- Review proposals and offer vendor recommendations to General Manager and Board of Directors.
- Enter, update, and maintain contracts in the system.
- Communicate and schedule vendors and contractors onsite.
- Oversee work performed by vendors and contractors to ensure work is completed per contract specifications.
- Manage and develop vendor relationships.
- Assist with other duties as assigned.
- High School Diploma or GED Required; Associates Degree strongly preferred.
- 3 years of experience in managing vendor maintenance contracts to include managing the RFP and bidding process.
- 1 year of Community Association Management or relevant experience is preferred.
- Ability to mange multiple projects simultaneously with the ability to prioritize tasks.
- Self-motivated, organized, high attention to detail, takes ownership and initiative.
- Excellent communication skills, written and spoken.
- Well versed in utilizing MS Office products.
- Customer service driven and team player.
- Reliable transportation is required.
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