On-site Assistant Community Association Manager

Are you looking to join a company that values a supportive culture, inclusion, and growth? CAMS (Community Association Management Services), one of the fastest-growing HOA management companies in the southeastern US, was founded on the simple idea that people come first, and this idea is at the core of everything we do. At CAMS you will be immersed in a company that is technologically advanced and team-oriented.

 

CAMS is on the search for a full-time Assistant Community Association Manager to aid in the daily operations of one of our communities in Durham, NC. The position will be heavily involved in assisting with the management of HOA communities.

 

Responsibilities

 

AMENITY CENTER DUTIES:

• Open or close the amenity center as the shift requires.
• Create and manage a front desk schedule to ensure the building is staffed during scheduled hours.
• Ensure all visitors are greeted and handled in a professional manner.
• Greet residents and assist with membership matters including access fob administration and event registration.
• Maintain access control software programs.
• Issue and ensure return of keys assigned to vendors for use during their service visit.
• Create amenity center access for all new residents meeting eligibility criteria and enter information in membership database.
• Assist residents with event registration. Collect payment when charges are paid via check and provide receipts upon request. Process payments for events through Club Express.
• Collect processed checks and scan for deposit.
• Provide administrative support to other on-site management team members when needed.
• Administer relevant resident documents including but not limited to, guest sign in forms, age verification forms, overnight parking passes, and temporary guest forms.
• Assist Lifestyle Director in setting up and taking down for scheduled events as needed.
• Periodically walk the facility to identify guests who have not checked in and assist members and guests as needed.
• Enforce rules and regulations for use of the amenity center.
• Check in/out and distribute activity equipment. Ensure that equipment is returned in good condition.
• Answer the front desk phone, greet visitors and provide information to visitors.
• Report any accidents, unsafe conditions, or problems to the appropriate staff member.
• Administer the community’s ARC application process using Vantaca.
• Other department related duties as assigned by General Manager.

ADMINISTRATIVE DUTIES:

• Assist the General Manager with preparations for Board and Membership meetings.
• Attend association meetings as requested.
• Train all incoming personnel on phone, computer systems, office equipment, and document processes.
• Maintain office equipment and leases.
• Coordinate production of welcome packets.
• Maintain and update Vantaca list of board members and committees.
• Update homeowner addresses and information in Vantaca as necessary.
• Maintain office equipment inventory to include serial numbers of all equipment, etc.
• Alert General Manager immediately on any issues of concern.
• Under direction of the General Manager, manage the process for collection of assessments.
• Duties include copying, scanning, and processing mail.
• Facilitate community-wide communication.
• Administrate the Association’s Club Express website.
• Process homeowner payments for event registration on Club Express received on-site.
• Process new vendor set-up and updates as needed.
• Coordinate purchase of supplies.
• Maintain electronic files; homeowner, vendor, community, et cetera on Vantaca, SharePoint, and Club Express.
• Manage service accounts including but not limited to audio & visual accounts, cameras, access control and utilities.
• Respond to inquiries from homeowners, residents, vendors and any other person having business with the community.
• Coordinate with responsible staff members or vendors regarding maintenance requests.
• Refer inquiries to appropriate resources.

Performs other duties as assigned.

Qualifications

• Graduation from high school and two years' experience in customer service.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain good working relationships with Board, staff, residents, guests, volunteers and contractors.
• Strong conflict resolution skills. Excellent “people” skills.
• Ability to multi-task.
• Strong computer skills. Ability to learn and proficiently utilize community management software and Microsoft Office products.