Community Association Assistant Manager (CAM)

Job Summary

• Ensures the efficient operation of the Community Association Office, (CAO), under the direction of the Director of Community Association / Operation Manager.
• Ability to assume responsibility for the CAO in the Director of Community Association / Operations Managers absence.
• Key liaison between Member / Owners & internal support staff.
• Oversees ARC submissions & all required documentation.
• Supports Director of Community Association / Operation s Manager with production of Board Agenda’s, Board Meeting Books, & Board Meeting Minutes along with all other administrative activities.
• Assists with liaison activities between assigned Club Committees.
• Community Associations Managers License Required (CAM).
• Provides administrative duties for all work orders & assists Facilities Manager as needed.
• Safeguards the Club’s assets & property.
• Knowledge of & ability to perform required role during emergency situations.
• Always Provides Members / Owners the highest level of service.
• Holds key relationships with Landscape & irrigation Vendor, Tree Trimming & Arborist Vendor, Access Control Vendor, Maintenance Vendor, Life & Safety Vendor, Board Presidents from VCA, Waterford, and Wedgewood Associations, and other key vendors as required.

Responsibilities

• Builds membership relations & communications by ensuring efficient and courteous response to all Member / Owners requests.
• Answers CAO phone & directs callers, as necessary.
• Answers routine Member / Owner questions to relieve Director of Community Association / Operation Manager of frequent questions.
• Maintains Emergency Key Lists for Waterford & Wedgewood Associations; dispersing keys according to the office protocol as required.
• Assists Insurance Companies with wind Mitigation requests.
• Assists REALTORS with HOA documents & Condo Questionnaires.
• Administers various duties as directed by the Director of Community Association / Operations Manager & Board of Directors.
• Assists Director of Community Association / Operations Manager in the preparation of all Annual Meeting materials including, mailings, proxies, ballots, and maintaining accurate lists of returned proxies and ballots while delivering accurate counts to the Director of Community Association / Operations Manager at the meetings for elections.
• Assists the Director of Community Association / Operations Manager with member check-in at all Annual Meetings for VCA, Waterford & Wedgewood Associations.
• Responsible for the inventory & ordering of all necessary administrative supplies and equipment for the Community Association Office (CAO).
• Oversees all customer service requests monthly or as needed.
• Monitors monthly maintenance service requests to ensure completion of scheduled maintenance.
• Administers coding of bills including utility bills (FPL, Collier Utilities, and Waste Management) and comparing while looking for variances from prior years / months.
• Ensures all ARC guidelines, association documents, and rules & regulations are followed and abided by.
• Assists in the preparation of ARC Correspondence and reports in a timely manner.
• Monitors the daily functions of Community fire alarm systems & Coordinates with monitoring company and local fire fighters when needed.
• Promotes & maintains Property Management Website (CAO).
• Completes written reports of all complaints & violations.
• Reports maintenance, lighting, plumbing, & electrical problems immediately to the Maintenance Vendor or Facilities Manager by way of work orders.
• Maintains an up to date / current resident database.
• Issues vehicle RFID stickers to only authorized Members / Owners / Tenants & maintains the RFID database & secured RFID inventory.
• Works to ensure the yearly certification of VCC in the state Fire Wise Program.
• Ensures all emails to the CAO are responded to appropriately & in a timely manner.
• Assists in the daily operation of the CAO & all administrative duties following established company procedures & guidelines.
• Assists Director of Community Association / Operations Manager in gathering quotes & proposals for projects & providing a comparison summary spreadsheet for all.
• Provides daily direction to Gatehouse Access Staff & Supervisor as required on various issues of importance.
• Coordinates all meeting schedules & notices as required by the Director of Community Association / Operations Manager.
• All other Duties & / or requirements as assigned by the Director of Community Association / Operations Manager.

Skills:

Must be skilled in all Microsoft products, Excel, Word, PowerPoint, Publisher. Must have excellent computer and administrative skills. Must be proficient in typing by touch. Must be a quick learner and excellent communicator. Attention to detail is a must. If you have Jonas, Beanworks, dwellingLive, and/or website skills, that will be a plus. This is an excellent unique opportunity to be trained to move into a #1 CAM position for the community in future. Great working environment for the right person.

Reports To: Director of Community Association / Operations Manager

Supervises: Not Applicable for this position.

Professional Affiliations:

Licensed Community Association Manager (LCAM)

Community Association Institute (CAI)

Building Managers International (BMI)

Condominium Owners Managers & Associates Networking Club, Inc. (COMA)

Florida Community Association Professionals (FCAP)

Job Type: Full-time

Pay: $68,000.00 - $72,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Naples, FL 34120 (Required)

Ability to Relocate:

• Naples, FL 34120: Relocate before starting work (Preferred)

Work Location: In person

Salary : $68,000 - $72,000