Assistant Community Manager

Description Job Overview: An Assistant Community Manager (ACM) supports the General Manager in the day\-to\-day operations of the Association and serves as a key liaison between homeowners, vendors, committees, and the Board of Directors. This position assists with covenant enforcement, architectural administration, homeowner communications, vendor coordination, meeting preparation, and administrative operations to ensure the community is maintained in accordance with the governing documents and Board policies. Compensation: $23\-25/hour FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future. Your Responsibilities: Assist the General Manager with daily Association operations and homeowner relations. Respond to homeowner inquiries via phone, email, and in person. Maintain Association records, databases, and homeowner files. Prepare correspondence, notices, reports, and Board meeting materials. Process incoming architectural applications and maintain project tracking logs. Update and produce requested reports for board packets in a clean, orderly, and professional fashion within timeline provided by Community Manager and/or Supervisor. Review architectural applications for completeness and coordinate submissions to the Design Review Committee (DRC) and Board. Track project approvals, deadlines, permits, and compliance requirements. Conduct community inspections and document violations. Prepare courtesy notices, violation letters, hearing notices, and compliance correspondence. Maintain accurate records of enforcement actions and homeowner communications. Follow up on approved projects to ensure compliance with Association requirements. Consistent use and maintenance of FSR Connect, including, but not limited to; Violation, Work Order, Architectural, Task, and Calendar modules, Property Call Log, "Info Center", and Community Profile as needed. Coordinate and prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings. Assists with obtaining RFP proposals, such as Reserve Analyst, Audit/Taxes, small projects, and comparison proposals. Assist with reviewing, input, separate and handle mail for assigned CMs. Fax and/or scan and email documents as requested by CMs. Coordinate meeting logistics as required. Submit charge\-backs for association(s) via chargeback systems, including but not limited to violation fines, and architectural submission fees per the client's management contract. Manage and process homeowner amenity and/or security deposits and refunds. Conduct occasional community walkthroughs if approved by the Regional Director or VP. Organize and maintain homeowner and administrative files and perform annual association file cleanout in accordance with company standardized document retention policy, or at the direction of the CM. Maintain and upload documents to Association Documents and Record Center (ADRC)/Connect as requested by CM, or Supervisor per company policy. Assist with Newsletter / Bulletin. Assist CM in all administrative duties, including, but not limited to, scanning, copying, and emailing of documents as a backup to the Administrative Staff where assistance is deemed necessary by the supervisor. Maintain an organized workspace according to company procedures. Greet clients as appropriate. Complete company training as assigned, attend all mandatory company functions and adhere to FirstService Residential operational procedures. Manage client meetings, site visits, meeting follow\-up, violation communication and overall processes for addendum accounts as assigned. Manage violation module, and issue written correspondence for non\-addendum accounts at the direction of the CM. Conduct regular touch base meetings with CM representatives. Complete payroll entries each day in accordance with the employee handbook. Must have reliable transportation and be able to drive to other work locations. Other duties as assigned. Skills \& Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Ability to work under tight deadlines and consistently meet deadlines. Exhibit professionalism, professional attire and demeanor at all times. Maintain reliable transportation to assigned clients. Demonstrates effective communication skills consisting of oral, written and listening skills. Demonstrates problem\-solving abilities. Ability to draft correspondence and respond to inquiries and client concerns effectively and independently. Must be proficient with computer programs needed for the specific position, including but not limited to Microsoft Suite and Google Suite. Demonstrates organizational skills and ability to independently prioritize daily workload. Must have a minimum typing speed of 40 WPM. Must work effectively with co\-workers, customers and others by sharing ideas constructively and positively; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds. Education \& Experience: Must have a minimum of a GED or a high school diploma. Physical Requirements \& Working Environment: The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to lift 25 lbs. Must be able to sit for extended periods of time. Must have finger dexterity for typing/using a keyboard. Talking and hearing occur continuously in the process of communicating with guests, supervisors, vendors and our clients Ability to walk extensive slope and/or flat association areas and visually review landscape, building areas, recreation facilities, parks etc. to ensure proper maintenance. Ability to work late into evenings as required for board meeting attendance. This is a full\-time position with typical scheduled hours, Monday through Friday, 8:00 a.m. \- 5:00 p.m. May be required to work overtime as needed and approved by supervisor, including occasional evening meetings. Consistent and regular attendance required. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs. Tools \& Equipment Used: General office equipment Travel: Limited if needed What We Offer: Medical, dental, and vision plans (full time those working 30\+ hours) Part time 20\+ hours qualify for dental and vision 401K match Time off including vacation, sick, and company paid holidays Pet insurance available Tuition reimbursement Legal services Free emotional wellbeing and daily life assistance support for all associates Domestic partner coverage Health savings account * Flexible spending account About Us: FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada. Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top\-tier medical, dental, and retirement benefits, career training, and support for continued professional development. Experience exceptional service with a fulfilling career in property management with FirstService Residential. To learn more about our company and culture, please visit www.fsresidential.com/california Disclaimer The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all\-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time. FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances. All offers of employment with FirstService Residential are contingent upon a satisfactory background check. Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job\-related characteristics. Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company. Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national\_recruiting@fsresidential.com. Requesting Information About the AEDT \- NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national\_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.