Assistant Association Manager (Commercial)

Description

Job Overview :

The Assistant Association Manager ("AAM") assists the lead manager in overseeing a portfolio of Commercial Property Owner Association “CPOA” accounts to ensure business is executed in a timely and accurate manner in accordance with the Association governing documents, FirstService Residential policies and procedures, and other applicable regulations.

The properties are located throughout the DFW metroplex.  This position provides a wide variety of administrative and support services to the lead manager. Performs office work directly related to property management and the general business operations of the Association, as well as assists with compliance drives.

A successful AAM is a self-accountable, well-organized, proactive person who takes pride in their administrative support and works with their leader to ensure the properties within their portfolio are professionally managed. The AAM will work to establish relationships with vendors, colleagues and owner clients. The Assistant Association Manager "owns" certain operational aspects to ensure compliance and reduce liability.  The AAM is responsible for understanding and meeting leader’s expectations related to support on their portfolio. The AAM must remain service-oriented, accessible and accountable.

FirstService Commercial, a division of FirstService Residential, specializes in the management of commercial property owners Associations, including commercial office, industrial, condo, and mixed-used properties.

Your Responsibilities :

• Quickly gain a working knowledge of systems and networks (including Connect, Avid, CAMACCT, VIVE, etc.) as trained by Manager and assimilate standard operating policies and procedures.
• Proactive inspection of Association common areas and timely execution of necessary repair and maintenance activities. Timely delivery of reports to lead manager and / or Board of Directors.
• Correspondence with owners to include requests for maintenance, assessment statements, compliance and violations.
• Gather detailed bids from vendors as needed, review and follow up with vendors. Schedule annual items such as fire inspections, backflow inspections, tree trimming, etc.
• Draft memos, meeting minutes or other communication to clients as directed.
• Preparation of estoppel packets.
• Assist with running reports.
• Coding and approval of invoices.
• Assess and monitor properties; identify opportunities for improved communication or service delivery methods.
• Must have reliable transportation and be able to drive to other work locations.
• Ability to learn, understand and implement property governing documents (CC&Rs, By-Laws, & Rules) and ensure requirements are followed.
• Demonstrates FirstService Residential’s values of Loyalty, Integrity, Respect, Fun, Teamwork, Work Ethic and a Positive Attitude.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Follows safety procedures and maintains a safe work environment.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Update property information such as property profiles, owner contact lists, etc.
• Perform any range of special projects, tasks and other related duties as assigned.

Skills - Qualifications :

Education / Training : High School Degree or equivalency required. Associate’s degree in Business Administration, Hospitality Management, or related field would be a plus.

Experience / Knowledge / Abilities : Must possess strong administrative background; prior administrative experience supporting a team or portfolio is highly desired.  3-5 years of related work experience including contract administration and vendor management. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communication skills. Self-starter with the ability to prioritize work and manage time effectively. Strong written and verbal communication skills. Must be an "active" listener who can anticipate issues and drive for mutually satisfactory resolutions. Service oriented mindset, with multi-tasking abilities and flexible, resilient attitude. Customer service experience, preferred. Ability to prioritize work and manage time effectively. Individual must be organized. Must be able to deal with conflict and work well under pressure.

Computer literacy : Proficiency and working knowledge of Microsoft Office Applications. Strong customer service, communication and interpersonal skills required.

What We Offer :

As a full-time associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision. In addition, you will be eligible for time off benefits, paid holidays and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation :   $22 - $24 / hour

Disclaimer : This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

#LI-SC1

#I-PM1