Assistant General Manager - Irvine, United States - Associa

Associa

Verified Company

Irvine, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Professional Community Management (PCM) is seeking a motivated, detailed, communicative, and personable professional to join our onsite team as an Assistant General Manager.

Who we're looking for

Position Description_: The AGM will assist the onsite management office with a wide variety of administrative and staff support services. Perform office work directly related to property management and general business operations of the association.

One will act as a liaison to the General Manager and homeowners primarily, but will also occasionally interact with vendors, board members and committee members, as well as staff at the Associa Client Shared Service Center (CSSC)

Job Duties and Responsibilities include but are not limited to:

Updates homeowner and association information in C3 and shared files.
Process and distribute incoming and outgoing mail for the onsite management office and Association.
Prepare and organize correspondence relating to association business.
Process print jobs, scanning and faxing as general office support when needed.
Perform various general accounting duties, including some A/P, A/R, coding of invoices and billing.
Submits and followup on work orders
Attend Board meetings (as requested)
Be familiar with association governing documents and Board policies and procedures.
Assist Committee Chairpersons as needed
Assist General Manager in preparing agendas, update management reports, and compile documents and copies for Board meeting packages.
Assist General Manager in preparing annual disclosure packages, annual meeting notifications, annual election ballots, age verification (every two years) and annual financial statement packages for all homeowners and arrange bulk mailing of same within the time frames set by state statute or governing documents.
Assist General Manager & Assistant General Manager with property inspections for services needed, prepare work lists, and schedule repairs when required/approved.
Assist General Manager in obtaining bids from vendors for maintenance issues.
Assist General Manager in keeping new homeowner welcome packets up to date. Assist in conducting monthly new homeowner orientations as needed.
Assist homeowners in registering on TownSQ.
Prepare newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings, etc.
Assist in registering key fobs for homeowners.
Assist in the set up and break down for Board of Directors, Committee meetings, and social activities as needed.
Keep work space organized and maintained; alert General Manager of low supplies and assist in supply stocking and distribution.
Participate in Associa training including Associa University webinars, etc.
While the list above is an extensive list of job responsibilities, it is expected that an individual in this position is hands on and flexible in performing, assisting, and/or supervising any necessary task that is requested by our client and/or the General Manager. Management reserves the right to add, modify, change, or rescind the work of different assignment positions.
Other duties as assigned.

Requirements:

The AGM must display exceptional interpersonal skills, be able to communicate effectively, both orally and in writing, and accurately and efficiently conduct office operations.

Knowledge, Skills, and Abilities:

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3+ years customer service experience with an emphasis on front facing service:

Ability to use Microsoft Office software (Word, Excel, Outlook, Publisher, etc.) at a proficient level.
Knowledge of general office equipment (copier, fax, phone systems, etc.).
Ability to communicate orally and in writing with owners, residents, volunteer leaders and contractors.
Ability to maintain a positive, cordial, businesslike relationship with owners, residents, contractors, and the general public.
Ability to perform administrative tasks, work without supervision, and work cooperatively with other staff members.
Knowledge of conflict resolution techniques at a proficient level
Knowledge of company policies, procedures and forms.
Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
Selfmotivated, proactive, detail oriented and a team player.
Ability to handle multiple tasks simultaneously, establish priorities, and meet deadlines.

The salary range for this position is between $65,000-75,000.