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$20.39 - $32.36
Full-time
Phoenix, AZ 85085
Updated 2 days ago
The incumbent in this position will take on a dual role of Community Coordinator for Managers as well as acting as a Community Manager for select properties.

Community Coordinator Duties and Responsibilities:
  • Responsible for all work processing, proofreading, recordkeeping, data entry and mailing duties as required by CAMS.
  • Responds to all email, voicemail faxed messages/requests within 24 hours.
  • Prepares, proof, and processes Association mailings, as per instructions from CAM.
  • Responsible for greeting homeowners and answering front desk phone.
  • Accept, review and prepare all architectural submittals received from homeowners and builders for review and approval.
  • Maintain updated board member lists, as well as appropriate emergency contact information, notes for annual meetings, returned mail, homeowner phone calls, community alerts, etc., are entered on server databases.
  • Ensure all copies of all correspondence and other pertinent documentation are distributed and scanned into appropriate databases according to departmental procedure.
  • Maintain and keep data.
  • Operation of automated mailing equipment, fax machines, copiers and other standard office equipment.
  • Report, as necessary, client complaints of not receiving a call-back/response by CAM.
  • Attend all Board meetings as required by CAM for the purpose of taking and preparing the board meeting minutes for review and approval by the CAM and Board of Directors. Other meeting minutes involving committee and special meetings may be required on occasion.
  • Attend meetings as requested for training and education of company directives and to understand the role of the AC.
This incumbent will also be assigned a few small properties in which they will act as the Community Manager for this includes:
  • Provide management and leadership to assigned property(s). Collaborate with the Vice President to develop goals and communicate established goals. Ensure the goals and needs of the property, company and its customers are consistently met.
  • Manage the functions of a team within a property while maintaining standards of excellence for processes, methods and personnel. Manage the process improvement and quality control of the property and ensure quality resident service is delivered. Assign and review the work of staff, ensure deadlines are met in a timely manner and prioritize and delegate workload as necessary. Align resources to work assignments and processes to meet business requirements. Provide leadership and direction and assist in the investigation and resolution of issues that arise.
  • Partner with Supervisor, Board of Directors and internal departments to develop and lead the introduction and integration of new programs, services and initiatives. Act as liaison to ensure quality service is delivered, that Board expectations are met and to assist in prompt response and resolution to questions/problems. Establish and maintain a positive relationship with homeowners, Board of Directors and internal departments to ensure a high level of resident service and achievement of company and property goals and objectives.
  • Maintain knowledge and understanding of contract between the association, vendors, and FirstService Residential. Ensure all contractual obligations are being met. Monitor vendor contracts regularly, submit renewal/cancellation notices, manage contract renewals professionally and advise Regional Director of any upcoming insurance renewals or lapse in coverage.
  • Initiate contact with new resident representatives to coordinate the move-in process. Conduct an introduction and orientation to the management staff and building, reviews available services, and explain the communities' rules and regulations.
  • Conduct site inspections regularly. Identify deficiencies and provide recommendations and action plans in order to improve the property. Process and manage violations and close them out regularly.
  • Process architectural control applications and close them out in a timely manner.
  • Oversee all construction projects and ensure property maintenance/improvement and other related projects are completed on time and within budget. Maintain open communication and provide timely action updates to the Board and residents.
  • Create, maintain and upload a wide variety of information in Connect including but not limited to work orders, signed meeting minutes and Monthly Management Report. Fulfill all company Connect compliance expectations throughout the year.
  • Observe safety standards and participates in the Company's efforts to provide a safe work environment. Conduct periodic safety meetings and ensure staff is trained and educated on safety procedures. Adhere to and maintain established Hurricane procedures.
  • Address Worker Compensation incidents according to company policy.
  • Maintain calendar of meetings and events and initiate and /or attend a wide range of internal and external meetings. Prepare and conduct a wide range of presentations as needed.
  • Provide financial support with a wide range of functions. Review financial statements and report variances; submit invoices in a timely manner and review invoices/checks for accuracy.
  • Recommend and manage the budget for the functional area of responsibility. Monitor expenses, initiate cost reduction programs and negotiate prices with vendors. Ensure property expenses are maintained within budget.
  • Maintain awareness of changes in rules, statutes or regulations and communicate changes to staff. Direct training of staff when new procedures are required to comply with changes.
  • Update Association communications and ensure current information is displayed on the association boards and website. Prepare association newsletter and/or other communication with owners and residents as required.
  • Participate in the development of Standard Operating Procedures and maintain existing procedures. Review processes and ensure they are in compliance with current statute. Manage the communication and compliance of SOP's within teams, managers and internal and external customers.
  • Prepare, maintain and submit a wide range of reports, contract lists, presentations, documents and manuals as required.
  • Maintain accurate records, files and communications pertinent to the Association and maintain up to date equipment maintenance logs and emergency shut off procedures book.
Posting ID: 667616462 Posted: 2022-01-26 Job Title: Assistant Community Manager