HOA Community Manager Assistant

HOA Community Manager Assistant

Management Support Duties :

• Field phone calls when Managers are out of office so Homeowners and Board members are able to reach a live person that can help them
• Assist Homeowners who stop by the office with various requests if Manager is out of office
• Process mail outs: run copies, fold and stuff, postage meter
• Send out bid requests and follow up on bids due
• Issue work orders as needed
• Scan and save all Architectural Applications, send out approval/denial letters
• Send out violation letters, hearing notices and hearing results letters
• Handle the processing and issuance of all pool keys and parking passes- including ordering new keys for stock on hand as needed
• Issue Insurance Certificates to requesting parties, track insurance expiration dates to insure no lapse in coverage (spreadsheet to be compiled with all HOA's and expiration dates)
• Send out Welcome Packets to new Homeowners
• Maintain Meeting Minute books for each HOA (scan and save electronically and file paper copy in appropriate binder)
• Complete all filing for each HOA weekly
• Various Action Items as needed by Managers

General Office Support Duties :

• Maintain Association file cabinets and complete annual purging due on fiscal year end of each HOA
• Maintain inventory of office supplies and communicate when supplies are needed
• Set up conference room for meetings- water, coffee, pens, paper, agenda copies, business cards, sign in sheets, profile books
Special Projects Needed for Start Up : In order to accommodate the new Association's coming on, the following special clean-up projects should be completed to ensure a smooth transition and to make a good lasting impression right from the start-
• File cabinet purging- Each file cabinet for every Association needs to be sorted through (each and every folder) to correct any miss-filings (papers in the wrong folder or the wrong HOA). Annual purging needs to be completed on a majority of the Associations. New folders created with the standardized template.
• File set up- Create standardized file folders for new HOA's coming on, sort through boxes received from prior mgmt. co and organize into new file cabinet accordingly.
• Governing Documents- Go through each HOA and make sure all governing documents found in the file cabinets are scanned and saved electronically.
• Meeting Minutes- Ensure that 12 months' worth of meeting minutes are scanned and saved electronically for escrow purposes.
• Board Packets- Sort through and scan last 12 months' worth of Board Packets for each HOA. Shred paper copies to eliminate unnecessary storage.
• Profile Books- Update all Profile Books as necessary
• Profile Sheets- Update all HOA's onto new profile format and email to on-call manager for emergency use
• Board Governance Books- Create Board Governance Books for each new Association coming on (and any existing HOA if needed)