HOA Senior Associate Manager (CA)

Description

Introduction:

At Apex, people are at the heart of what we do. Our philosophy, “Passion when combined with commitment, makes anyone unstoppable” is carried out by enthusiastic and customer-centric teams who serve the communities where we work and live.

Summary:

The candidate must be a high-energy self-starter who is well-organized, articulate, proactive, and customer-centric. This position will support all administrative functions of the property management team under minimal supervision. The ideal candidate is an independent thinker with excellent decision-making and time management skills.

Qualified candidates will have a working knowledge of management practices, accounting procedures and Association CC&Rs and Bylaws.

 Essential Duties and Responsibilities:

To perform this position 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Homeowner Engagement:

• Often times, homeowners want a personalized touch whether on the phone, or in-person. Be able to use effective listening skills to resolve their issue with professionalism and empathy.
• Ability to take detailed messages to relay to the Community Manager or appropriate department.
• Takes detailed messages. Prioritizes emergency repair request calls by immediately informing the Community Manager, Assistant Manager or Maintenance Supervisor.
• Reads and routes incoming mail. Locates and attaches appropriate file to be answered by the Community Manager.
• Assists homeowners with clubhouse rental. Accepts deposits and required forms and explains rules and regulations and key use. Updates calendar with clubhouse use dates, committee meetings, and special events.
• Assist buyers and real estate professionals with copies of required documents to complete purchase at the request of the Community Manager.

Team Support:

• Fill in for Associate Manager vacation to limit email inquiries during time paid time off longer than three days, will support Community Manager while their Associate is on vacation
• Support Associate Managers with work overflow, taking delegated tasks or special projects to assist Associate Managers in office and Virtual Associate Managers
• Point of contact and intimal mentorship for Virtual Associate Managers and their inquiries, conducting training after on boarding on the system and CINC setups for assigned accounts.
• Introduce and provide oversight for accounts transitioning between AMs. Monitor timeline and progress and report to Director of any adjustments.
• Conduct weekly Associate Manager meetings or Biweekly meetings to touch base with the team of Associate Managers to check workload, project status, and evaluate team needs
• Provide individual touch bases weekly with 3rd party virtual team specifically on workload, status updates, challenges, and triumphs
• Conduct/ participate in the training for new Associate Managers in the region if needed, going through the CINC systems in detail within person and virtual employees
• Availability to travel to regional onsite operations to launch and/or train Associate & Community Managers on CINC systems and Web axis Homeowner Portal functionality.
• Evaluate training needs for new & existing regional personnel pertaining to Seabreeze systems, CINC & Web axis Systems, Violation Setups, Architectural templates, and setup in Web axis
• Provide backfill for vacant Associate Manager positions for accounts that require an Associate Manager Interim, backfill the account with the CM until the position is filled then transition account to new management team

Community Manager Support:

• Under the direction of the Community Manager, organizes and maintains association records, documents, and homeowner correspondence with relation to association business procedures. When requested, composes correspondence and communication for same. Assists with all administrative functions and keeps all records in good order and keeps community forms and documents current and updated. Makes copies of correspondence or other printed materials, prepares outgoing mail and correspondence, including email and faxes.
• Organizes and maintains filing system and files correspondence and other records such as FAQ system, conducts audits for accounts and creating projects to ensure information is included in FAQ system properly.
• Creates new forms and maintains procedure manuals for new Associations, changing Management information to Seabreeze Management Company
• Composes violation letters to residents and manages phone calls with regards to same and reports findings to the Community Manager for resolution of problems in accordance with regulations established by the Board of Directors.
• Maintains applicable databases. Updates websites - including meeting dates, meeting agendas, meeting minutes, board rosters, and community events. Provide updates to appropriate personnel/ board members who utilize this information for all Accounts applicable and conduct audits to ensure all Inland Empire accounts have information on homeowner portal updated.
• Assists in coordinating with Community Manager and the Maintenance Supervisor, outside contractors and homeowners all Board of Director approved repairs to condominiums and surrounding common area property.
• Assists in uploading and periodically auditing documents on CommArea/Web axis – Homeowner Portal.
• Complete the initial account setup for New Development and Existing HOAs by setting up Violation module, and Architectural Setups and FAQs for the region.
• Other duties as assigned.

Requirements

 Knowledge, Skills, and Experience

• High School Diploma or equivalent; two (2) year or four (4) year college degree preferable
• Minimum four (4) years general administrative experience; previous HOA industry experience highly desired
• Excellent communication skills, both verbal and written
• Customer service driven
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint
• Strong organizational and time management skills
• Ability to multi-task
• Familiarity with CINC/Web axis or other similar platforms

Availability:

Regular business hours and after regular business hours, as necessary.

Physical Job Description

Work Environment:

The work environment is a typical office building. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills, and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis. 

Apex is proud to be an Equal Opportunity Employer that celebrates the diversity of our team. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other legally protected status. For individuals with disabilities who would like to request an accommodation such as an ASL interpreter, please contact Renee Lott at (949) 599-2139.