Assistant Community Manager Job at Associated Asset Management (AAM) in Phoenix

Overview

Assistant Community Manager role at Associated Asset Management (AAM). Primarily responsible for assisting Community Manager(s) by providing effective customer service to designated communities/homeowners through in-depth knowledge of Covenants, Conditions & Restrictions (CC&R’s) and management contracts.

Responsibilities

• Conduct inspections of assigned communities, including common areas and lots, to ensure compliance with governing documents and management contracts.
• Provide customer service to homeowners via phone and email, addressing inquiries and concerns promptly.
• Utilize VMS for documentation of relevant homeowner conversations.
• Assist the Assigned Community Managers by composing correspondence, creating, and maintaining spreadsheets, and preparing reports.
• Assist Assigned Community Manager with arranging Board of Directors (BOD) meetings, including scheduling, notifications, preparation of meeting packets to include violation appeals and homeowner issues.
• Maintain consistent communication with vendors/contractors, report concerns to the Community Manager and assist in obtaining and reviewing bid proposals.
• Oversee the compliance appeals process and exterior modification (architectural) review process.
• Ensure compliance with city, state, and federal association management laws.
• Assist in maintaining accurate and current association records, including disclosure task reviews, financial documents, website updates, and BoardVue updates.
• Support the association’s monthly financial process / drafting variance reports for final review by manager / invoice coding as directed by Manager.
• Provide administrative support to assigned Community Managers and assist the Area Manager during Community Manager PTO or vacancies.
• Maintain deadlines for association and governing document requirements, as well as internal AAM initiatives.
• Order supplies for association as directed by the Community Manager or Area Manager.
• Perform other duties as assigned by management.

Knowledge, Skills & Abilities

• Strong computer software and internet proficiency.
• Excellent interpersonal skills: positive written and verbal communication abilities.
• Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Proven customer service experience, with a strong emphasis on problem resolution.
• Ability to multitask and prepare and process large amounts of administrative and customer service items while being detail oriented.
• Ability to function efficiently in a high volume, fast-paced environment.
• Ability to interact and work positively and effectively with staff at all levels.
• Advanced communication skills (both verbally and written), and the ability to communicate with all levels of management, staff, residents and Boards of Directors.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.

Physical Demands & Work Environment

• Sitting in an office setting utilizing a computer and other office equipment.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.
• Sitting and standing for moderate periods of time.
• Utilizing personal automobile for commuting to and from assigned communities.
• Walking and/or driving communities to inspect common areas per management contract.