Bilingual Assistant Community Association Manager

Description

Do you have a passion for helping others?

Great opportunity for newly licensed CAM! If you’re one of the best administrative professionals in the industry with a friendly, customer-focused personality, then we want you to work with our terrific team!

What we need: An awesome full-time CAM administrative assistant to support our onsite CAM.

Hours for role: Tuesday-Saturday 9am-6pm

What you’ll get: A supportive, fun company culture where you get to make a difference. After all, you help make communities great, and you help people love where they live! Plus, we offer some crazy good benefits, including a generous PTO plan and an innovative vacation reimbursement program! (Yes, you get cash for going on vacation!) Love where you work!

POSITION SUMMARY

The CAM Administrative Assistant is accountable for supervising the work done within the community by contracted vendors who provide maintenance and security. This position will also assist in managing and delivering account information. The CAM Administrative Assistant will report to the Community Association Manager.

POSITION FUNCTIONS:

1. Create and send email communications
2. Participate in advisory groups as needed
3. Update homeowner’s account information in FRONTSTEPS daily
4. Provide requested account and community information to authorized homeowners and vendors
5. Prepare and distribute welcome packages to new homeowners
6. Assist Security team with guest registration
7. Activate requested hangtags for authorized homeowners and vendors
8. Record and document daily/weekly/monthly maintenance reports
9. Contribute to the Architectural change and approval process by submitting applications to the Architectural Review Committee for review, notifying homeowners regarding missing documents, assisting homeowners with use of the web portal and communicating status to Directors
10. Perform routine inspections of community & common areas to ensure proper maintenance services are being fulfilled
11. Conduct community & common area inspections by providing a complete, timely and effective covenant enforcement service including issue and follow-up of violation notices for noncompliance in SMARTWEB and taking corrective action as required.
12. Assist Community Manager and assigned advisory groups with vendor management process to include bidding, hiring and monitoring vendors to ensure professional contract management practices
13. Manage the vendor work order process and communicate scheduling with vendor and residents
14. Draft and submit compliant and timely meeting notices, board and committee packets and meeting minutes for Community Directors to review and approve prior to distribution.
15. Maintain electronic paper file storage and retentions
16. Ensure the timely, efficient handling and resolution of each inquiry, request, dispute or complaint by establishing needs, investigating problems and identifying and implementing agreed upon solutions
17. Ensures the on time, on budget completion of special projects that meet agreed objectives by confirming details, developing and implementing project plans (resources, tasks, timelines), tracking progress and reporting progress as required
18. Respond and assess after-hour urgent matters to determine the priority of the situation

Attend and assist with community lifestyle events as needed

Requirements

QUALIFICATIONS AND REQUIREMENTS

• Licensed CAM
• Bilingual in Spanish and English required 
• 2+ years’ experience in an administrative assistant role
• Knowledge of HOA/CONDO
• Excellent customer service skills
• Ability to communicate effectively orally and in writing
• Ability to establish and maintain productive working relationships with staff, vendors and residents
• Working knowledge of association documents, a plus
• Proficient in Microsoft Office suite of programs: Word, Excel, and Outlook
• Ability to meet deadlines
• Ability to multi-task and learn at a fast, hands on pace
• Ability to work with little supervision, problem solve and be proactive rather than reactive
• Ability to make decisions and carry out directions
• Excellent organizational skills and ability to prioritize work
• Must be authorized to work in the US
• Must have valid driver’s license
• Must have background screen results that meet the criteria of Artemis for the position
• Ability to speak and write fluent Spanish is preferred

WORKING CONDITIONS AND PHYSICAL DEMANDS

Works on-site within the community 50-75% of the time. Must be able to stand for extended periods, sit; walk; use han