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POSITION SUMMARY
Under the direction of a Senior Community Association Manager, the Community Association Associate supports the day-to-day administrative and operational needs of assigned community associations. Responsibilities include homeowner communications, board meeting preparation, financial and recordkeeping support, vendor coordination, and assistance with property operations. This is a developmental position designed to build the knowledge and skills necessary for community association management. As proficiency and judgment develop, the Associate will assume routine responsibilities with increasing independence while continuing to work under the direction and oversight of the Senior Community Association Manager. Advancement to a Community Association Manager position is not guaranteed and is based on demonstrated qualifications, business needs, and management approval.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Board & Homeowner Relations
- Respond to routine homeowner inquiries professionally, document concerns, and coordinate appropriate follow-up with the Senior Community Association Manager.
- Prepare board meeting materials, including agendas, reports, notices, and supporting documentation, as directed.
- Attend board, annual, and community meetings as requested to assist with meeting administration, note-taking, and follow-up items.
- Prepare and distribute association correspondence, newsletters, meeting notices, and minutes for manager review or approval as appropriate.
- Refer complex concerns, disputes, complaints, and legal or sensitive matters to the Senior Community Association Manager.
Financial Management
- Assist with invoice processing by reviewing supporting documentation, coding expenses as directed, routing invoices for approval, and tracking outstanding items.
- Assist with preparation of monthly financial reports and board reporting materials.
- Track assessment receivables and delinquencies and coordinate follow-up in accordance with established procedures and manager direction.
- Develop working knowledge of association budgets, reserves, assessments, receivables, resale certificates, lender questionnaires, and related financial processes.
- Bring financial discrepancies, collection concerns, and questions regarding expenditure or financial reporting to the Senior Community Association Manager or accounting team.
Property Operations
- Coordinate routine maintenance requests, service appointments, vendor scheduling, property access, and completion follow-up.
- Request vendor proposals and organize supporting documentation for review by the Senior Community Association Manager and, when appropriate, the Board of Directors.
- Track work orders, project schedules, and outstanding vendor commitments; communicate delays or unresolved items to the manager.
- Conduct property visits and inspections as directed; document observed conditions and promptly report safety concerns or maintenance needs.
- Maintain vendor files, including contracts, certificates of insurance, licenses, and other required records.
- Follow established procedures for reporting emergencies and urgent maintenance concerns.
Governance & Compliance
- Develop and maintain a working knowledge of association governing documents, policies, and the respective roles of boards, homeowners, management, and vendors.
- Maintain organized records of board decisions, policies, architectural requests, violations, owner rosters, and association contacts.
- Assist with tracking architectural review requests and covenant/violation matters in accordance with established processes and manager direction.
- Become familiar with federal, state, and local requirements affecting community associations and refer questions regarding interpretation or compliance to the manager.
- Maintain association calendars and track deadlines for meetings, inspections, maintenance, and other recurring requirements.
Portfolio Team
- Collaborate with Senior Community Association Managers, Portfolio Managers, accounting, and administrative staff to support consistent service delivery.
- Assist with management proposals, new association onboarding, and transition materials as requested.
- Communicate task status, outstanding items, and anticipated delays; apply feedback and training to improve performance.
Perform other duties, responsibilities, and special projects as assigned by Senior Community Association Managers and/or by the Director of Commercial Property Management.
QUALIFICATIONS & SKILLS
- High school diploma or equivalent required; education in business, accounting, real estate, or property management preferred.
- Administrative, customer service, or property management experience preferred but not required.
- Strong organizational skills and attention to detail, with the ability to maintain accurate records and meet deadlines.
- Effective written and verbal communication skills and the ability to manage multiple assignments and prioritize tasks.
- Proficiency with Microsoft Office and willingness to learn association management and financial software.
- Ability to maintain confidentiality when handling association, financial, and homeowner information.
- Valid driver’s license, good driving record, and reliable transportation for property visits.
PROFESSIONAL ATTRIBUTES
- Professional and service-oriented approach when working with homeowners, Board members, vendors, and colleagues.
- Dependable, organized, and detail-oriented, with a focus on accuracy and follow-through.
- Demonstrates sound judgment and understands when to seek direction or escalate an issue.
- Receptive to feedback, adaptable, and committed to learning and professional development.
- Able to manage competing priorities while maintaining a positive and collaborative approach.
MENTAL & PHYSICAL REQUIREMENTS
- Ability to manage multiple assignments and priorities in a fast-paced environment.
- Ability to communicate effectively in meetings, presentations, and written correspondence.
- Combination of office work and on-site community visits, with occasional evening meetings.
- Ability to walk community common areas, including stairs and outdoor areas.
- Ability to perform routine office tasks, including sitting, standing, and handling documents and equipment.
- Valid driver’s license with a good driving record and reliable transportation.
POSITION EXPECTATIONS
The Associate follows company procedures and works under the direction of the Senior Community Association Manager. The Associate is expected to seek guidance before taking action beyond assigned responsibilities and is not independently responsible for Board governance decisions, approval of expenditures, execution of contracts, or legal interpretations unless specifically authorized. Performance is evaluated on accuracy, organization, responsiveness, professionalism, reliability, follow-through, and demonstrated progress toward greater independence.
BENEFITS
- Insurance- medical insurance, vision insurance, dental insurance, life and AD&D insurance, and long-term disability insurance. Company provided dollars to use towards medical, dental and vision.
- Retirement Plans- eligible after 1000 hours of service. Vested immediately. Company matches up to a set amount each year.
- Vacation- lump sum to begin the following month of hire to equal 10 hours per month. (3 weeks)
- Paid Holidays- 9 paid holidays per year.
- Sick Pay- 0.038462 hours of sick per hour worked (on average 10 days per year). Up to 80 hours carryover each year.
ADDITIONAL COMPENSATION
- Discretionary bonuses
- Mileage reimbursement
- Cell phone allowance