This position is responsible for assisting in the operation of a department. An individual in this position will be expected to perform additional job-related responsibilities and duties throughout the facility as assigned and/or necessary.

Essential Functions

An individual must be able to successfully perform the essential functions of this position with or without a reasonable accommodation.

• Proficient with Google Suite applications including Gmail, Docs and Sheets  
• Communicate effectively in person or by using telecommunications with our Board of Directors (BOD), homeowners and fellow co-workers and generally enjoy working with a diverse clientele  
• Strong interpersonal, written and verbal communication skills required  
• Ability to multitask and work autonomously within established procedures and practices with limited supervision, set priorities, meet deadlines, work under pressure and adjust to change.
• Strong decision-making, organizational and problem-solving skills
• Support and provide efficient and timely communication to multiple Homeowner’s Association (HOA) Board of Directors (clients) needs, requests and action items.
• Attend and facilitate Board of Directors meetings, annual meetings and special meetings as required (usually in the evening).
• Ability to effectively manage multiple client relationships simultaneously.  
• Prepare all meeting material packets for all above mentioned meetings
• Create budgets for communities in portfolio 
• Obtain and negotiate all vendor contracts i.e. (landscaping, maintenance etc.) 
• Ability to review, interpret and ensure compliance with HOA documentation 
• Ability to review, interpret and answer questions on Financial Documents 
• Assists clients with various HOA concerns and/or questions ranging from maintenance, accounting, violations, and other community issues. 
• Document and retain all communications between the Community Board Members, Vendors, and Support Teams
• Assist and respond to all homeowners’ questions relating to statements, violations, maintenance and other questions pertaining to their HOA 
• Ability to research and obtain information to resolve homeowners’ needs 
• Conduct follow up on specific requests made to agent by home owners 
• Filing of Paperwork 
• Other tasks as assigned

Requirements:

• Strong communication skills 
• Strong ability to multitask 
• Strong ability to pay attention to detail 
• Retain and recall a large amount of detailed information 
• Move quickly and efficiently through assigned workloads 
• Demonstrate the ability to manage time in order to maximize the maintenance of on-going client relationships 
• Conduct appropriate for Business atmosphere 
• To be able to clearly comprehend the information over telephone 
• Utilize general office equipment i.e., telephone, fax, copy machine 
• Proper Grammar 
• Prior HOA experience a plus 
• General understanding of HOA documents helpful 
• Bi-lingual helpful 

Education and Training:

• High School Diploma  
• 2-5 years related experience; or equivalent combination of education and experience
• CMCA, AMS or PCAM Designation preferred

Adaptability:

• Adapts to changing work demands. 
• Stays focused on own work when faced with challenges and/or difficulties. 
• Stays open to and learns from feedback.

Physical Activities

The following physical activities are necessary to perform one or more of the essential functions of this position.

• Moves, lifts, carries supplies weighing less than 20 pounds without assistance.
• Creates documents, reports, etc. using a computer. 
• Ability to enter and locate information on a computer.
• Visually verifies and/or reads information. 
• Sits for an extended period of time.
• Must be physically present in the office as the needs of the business dictates.