Job Overview*

The Assistant Community Manager will support the General Manager as required to deliver Homeowner Association services for the Management Company. This position will be responsible for managing the Owner Services' staff, CCR and policy enforcement, maintaining correspondence with owners, managing the Fire Fuel Reduction program, coordinating the Architectural Review Committee (ARC) and/or Design Review Committee (DRC) process, as well as serving as the senior customer service representative in the Management Company Office.  The person in this position must understand the importance of providing outstanding customer service and be able to interact effectively with owners. The Assistant Community Manager must have detailed knowledge of governing documents (CCR's, Bylaws, Association Policies) and a general understanding of budgeting, accounts payable, and human resources procedures.

 General Responsibilities

•          Assist General Manager as directed.
•     Exhibit a professional attitude, diplomacy and an ability to handle difficult   situations.
•          Demonstrate an exceptional level of professionalism.
•          Manage Owner Services staff - schedule work, write evaluations
•          Receive and catalog ARC/DRC submittals, collect fees.
•          Prepare ARC/DRC agendas, notify ARC/DRC members.
•          Attend ARC/DRC meetings, compile committee findings and translate into notification correspondence.
•          Attend Association Board meetings, coordinate and present reports, document and execute Board directives.
•          Manage Owner Services Association Policy enforcement tracking, review daily round sheets, report significant incidents to the General Manager.
•          Manage Fire Fuel Reduction (FFR) program implementation, including property inspections and owner notification, with Owner Services staff support.
•          Ensure all HOA Common Area FFR work is contracted and verified.
•          Direct and announce calls, take messages, etc.
•          Manage mailing tasks, schedule package shipping.
•          Order office supplies, schedule meetings and ensure functionality of office flow.
•          Make copies, scan documents, provide general office assistance.
•          Record, track and maintain HOA Insurance reporting.
•          Manage files and track current claims or notices
•          Coordinate vehicle insurance, registrations for Management Company.
•          Serve as the primary customer service representative for the management company in correspondence to owners and routing inquiries to the appropriate department for resolution.
•          Manage the owner website. Upload documents, issue notices, review owner posts.
•          Assist new owners.

•          Maintain a safe work environment.

*This position is subject to a criminal history background check and driving record check

Job Qualifications

      Education:

•          Business/management or architecture/engineering degree or equivalent experience.
•          Community Association Management certification desired.

   Experience:

•          Experience managing HOA services.
•          Office administration experience desired.
•          Customer Service experience required.

  License/Qualifications:

         Community Association Institute (CAI) Association Management Specialist or higher preferred.

         Valid Oregon driver's license

         Eligible for company driving policy (driving record meets insurance standards)

FLSA Information

Management Activities

•          Manage Owner Services staff of 5, write evaluations, conduct job performance counseling
•          Plans the work
•          Determines the techniques to be used
•          Plan and control of the budget

Discretion / Independent Judgment

This position represents the company in handling complaints, arbitrating disputes or resolving grievances, as an Assistant Manager you will be expected to work with owners, tenants and Associates to ensure satisfaction.  The Assistant Manager will exercise initiative and be creative in interpreting and resolving issues and involve the general manager only when other methods have been unsuccessful.

ADA Information

Physical Requirements

•          Ability to speak and hear
•          Close and distant vision
•          Frequent sitting with some walking and standing
•          Frequently lifts/carries up to 10 lbs.
•          Continual use of manual dexterity and gross motor skills with frequent use of bi-manual dexterity and fine motor skills

3-6 hours

Sitting

Reaching

Standing/Walking

1-3 hours

Grasping

Climbing Stairs

Up to 1 hour

Crouching/Bending/Stooping

Lifting/Carrying (up to 20 lbs.)

Pushing/Pulling

Working Conditions

•          Generally in an indoor office setting
•          Occasionally outdoors for site inspections
•          Will be using a computer frequently