The Assistant General Manager provides confidential administrative, secretarial, and project support to the General Manager and Board of Directors. Responsibilities include annual meeting preparation, special elections, and ballot mail outs, independent research and preparation of administrative documents, interfacing with homeowners, contractors, Board and Committee members, making independent judgments and decisions regarding Association matters, performing special projects and administrative functions, and attends meetings as designated by the General Manager. The incumbent is also required to have knowledge of the Association’s By Laws, CC&Rs, and overall operations.
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.
- Provide confidential administrative and project support to the General Manager and Board of Directors.
- Prepare correspondence and reports for the General Manager, Board of Directors and Committee Chairs.
- Assist in establishing and maintaining procedures, as required, for the efficient functioning of the office of the Association. Assure office environment is clean, orderly and supplies are ordered as required. Coordinate service as needed for maintaining office equipment (e.g. copy machine, computers, and postage machine).
- Assist General Manager in coordinating office workflow, reports, and other such communications to meet deadlines.
- Maintain the official database of Association homeowners and residents, which requires the processing of all record changes; reviews, corrects, and updates the database on a daily basis in conjunction with the accounting department at the Management Company.
- Maintain an email address system for the residents and an electronic file for each unit for all electronic filing.
- Collect and prepare information for the General Manager’s use in discussion and meetings of Board of Directors and other Association business.
- Coordinate information and compile the monthly Board packet as directed by the General Manager.
- Prepare responses to resident correspondence as directed by the General Manager and reports on the response.
- Prepare all violation correspondence at the direction of the General Manager.
- Prepare and mail notices to homeowners regarding insurance payments, assessment coupon books, and annual meeting and By Law changes, rules violations, architectural control requests and performs follow up and rules enforcement administration.
- Perform special project assignments at the General Manager’s direction.
- Work with and assists outside contractors to ensure successful completion of contracts.
- Contact businesses or individuals for bids and estimates to submit to the Board of Directors for action.
- Process architectural applications, correspond with homeowners to assist in architectural process as well as prepare architectural packet for committee meetings.
- Review bids for conformity to contract requirements and makes recommendations.
- Prepare escrow correction notification letters and monitors status.
- At the discretion of the General Manager, be available to inspect the property for maintenance related items, violations of the Rules and Regulations and meet with association vendors to inspect and check on projects. In addition, compose and prepare a report of items identified, and report to the General Manager on any critical items.
Knowledge, Skills and Experience
- Effectively coordinate multiple projects, use time management skills and exercise independent judgment.
- Expert English composition and written and oral communication skills.
- Strong internal/external customer relation skills required to communicate effectively with all levels of management, employees, homeowners, and other stakeholders.
- Work with confidential/sensitive information and use diplomacy in communicating such information.
- Effective project management and follow up skills.
- Professional image or business image per policy.
- Effectively and efficiently handle shifting priorities and deadlines.
- Meet scheduling and attendance requirements per policy and the position.
- Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
- Professional image or business image per policy, and personal etiquette.
- Organizational, planning, project management, time management, and problem solving skills
- High School Diploma or equivalent required.
The position requires proficiency with US English. The individual must have strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both orally and in writing.
If you are interested please e-mail us at firstname.lastname@example.org