Assistant Community Manager - Full-time

Supports a team of community management staff through timely completion of assigned administrative and project duties.
PERFORMANCE REQUIREMENTS include the following. Other requirements may be assigned.
* Take client calls and manage work order process, vendors, and client issues.
* Produce requested reports for board packets in a clean, orderly, and professional fashion.
* Provide Buddy System backup for assigned Buddy during absences.
* Consistent use and maintenance of Connect.
* Coordinate with assigned CM's to prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings.
* Review, input, separate and handle all mail for assigned CMs.
* Review and distribute assigned CM's In and Out Box/File daily.
* Transcribe and type documents and letters as required.
* Fax and/or scan and email documents as requested by CMs.
* Update and generate all required association and management reports.
* Coordinate with Team Admin processing of all required minutes and newsletters.
* Coordinate all meeting logistics as required.
* Submit all charge-backs for association(s) monthly.
* Obtain bids for services and special projects and create RFP and comparison spreadsheets as requested by CM.
* Manage parking stickers, hang tags, pool keys, clubhouse reservations, web site, and safelisting for assigned properties.
* Act as backup when CM is on vacation, sick days, or out of office.
* Maintain community profile, portfolio, policy notebooks, association manuals and any annexation documents.
* Conduct occasional walkthroughs as agreed with Business Unit Leader not to exceed 6 hours/month.
* Organize and maintain all homeowner and administrative files & perform annual association file cleanout in accordance with company standardized hard copy and electronic system.
* Assist CM in all administrative duties.
* Maintain an organized workspace according to company procedures.
* Change voice mail and apply out-of-office email greeting when out of the office.
* Greet walk-ins when CM is out of office.
* Complete company training as assigned, attend all mandatory company functions and adhere to FirstService Residential Standards of Operation.
* Manage client meetings, site visits, meeting follow-up and overall processes for addendum accounts as assigned.
* Make payroll entries each day in accordance with employee handbook.
* Must have reliable transportation and be able to drive to other work locations.
* Other duties as may apply from time to time be required.