Assistant Community Manager/Lifestyle Director

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000 team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

The Assistant Community Manager/Lifestyle Director is responsible for providing clerical and administrative support to the Community Manager while also coordinating and planning various community events. This role involves serving as a liaison between the Community Manager, homeowners, vendors, board members, committee members, and staff. The individual in this position also communicates with homeowners via email, telephone, and association websites, ensuring smooth execution of daily operations and community events.

Essential Duties and Responsibilities:

• Administrative Support:

• • Update and file association documents for Community Managers, ensuring timely delivery and retrieval from storage as needed.
  • Assist in preparing agendas, management reports, and compile documents for Board meeting packages.
  • Prepare annual disclosure packages, financial statement packages, and meeting notifications within deadlines set by governing documents and state statutes.
  • Process and distribute incoming and outgoing mail for the office and associations.
  • Assist with ARC (Architectural requests) application processing and perform on-site community inspections.
  • Issue key fobs, pool passes, and process access keys.
  • Maintain homeowner and association information in C3 and shared files.

• Event Coordination:

• • Plan, organize, promote, facilitate, and coordinate various community events such as picnics, holiday parties, and professional sporting events.
  • Monitor and coordinate event timelines to ensure smooth execution.
  • Prepare event reports and budgets, ensuring all contractual obligations are met.
  • Supervise catering and subcontractor activities, ensuring quality service and customer satisfaction.
  • Create and revise plans and layouts for events, ensuring venues are prepared and compliant with health and safety regulations.
  • Liaise with Community Association Manager to meet client needs and expectations, maintaining positive public relations with homeowners.
  • Update the association website and social media feeds as needed.

• Client and Vendor Relations:

• • Assist in monitoring client delinquency rates and collections processes for the community's account portfolio.
  • Handle requests for proposals, repair quotes, insurance notifications, and other administrative tasks as assigned.
  • Assist in preparing CC&R violation letters and communicate the results of hearings within the required timeframes.
  • Support homeowners with Associa corporate programs (websites, portals, etc.) and platform enrollment.

• Communication and Outreach:

• • Prepare newsletters, flyers, and other documents to inform homeowners about community services, events, or maintenance projects.
  • Provide guidance and information related to events and community matters to homeowners, vendors, and other stakeholders.
  • Maintain professional communication through phone, email, and in-person interactions with all parties involved.

Requirements

Knowledge and Skills:

• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable with website and social media management.
• Strong understanding of community associations, property management, and the roles of community managers and board members.
• Excellent organizational, management, and time management skills, with the ability to work under pressure and meet deadlines.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.).
• Ability to maintain confidentiality and demonstrate discretion in all duties.
• Excellent customer service and conflict resolution skills.
• Ability to work collaboratively with multiple stakeholders, including community managers, vendors, peers, and clients.
• Self-motivated, proactive, detail-oriented, and able to work effectively both independently and as part of a team.

Education and Experience:

• High School Diploma or GED required.
• Associate's Degree preferred.
• At least one year of customer service experience required.
• At least one year of experience in community association management or a related field preferred.
• Experience handling high call volumes is preferred.
• Event coordination or communication experience is a plus.

Working Conditions:

• Typical office environment with frequent social interaction.
• Some evenings and weekends may be required for event coordination.
• Non-typical office environment for event setup, involving standing, walking, and occasional physical activity.
• Overtime may be required based on event schedules.

Physical Demands:

• Ability to stand and reach above shoulder height to file documents, input data, and communicate effectively with colleagues and clients.
• Frequent sitting for processing information and conducting administrative duties.
• Light physical activity, including lifting and event setup as necessary.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.