Assistant Community Association Manager

Who you are:

An ambitious administrative professional with condominium portfolio management experience. You understand how best to schedule your day and can reprioritize based on incoming requests. You are organized, efficient, and can multi-task in a sometimes-hectic environment. You can switch seamlessly between a phone call, a client walk-in, and a time-sensitive task. You work well under pressure while maintaining a positive attitude.

Who we are:

For over 20 years, Hales Property Management has been the industry leader in property management. Our mission is to proactively manage buildings through anticipation of client needs, effective communication, complete transparency, and compassion. Our AWARDS and reviews speak to who we are and how we strive for excellence.

What we offer:

• Industry-Leading Healthcare: Medical, Dental, Life, HSA
• Retirement savings Plan
• Competitive Compensation Packages (based on experience)
• Bonus Opportunities (based on performance)
• Work from Home & Flex Schedules
• Generous PTO Package
• Corporate Sponsored Wellness Program
• Quarterly Company Outings/Events

The Job:

Under limited supervision, the Assistant Community Association Manager (A CAM) serves as the primary contact to oversee and coordinate all property management, maintenance, construction, and financial-related activities associated with small to midsized, multiple building/unit condominiums and townhomes.

Property/Project Management

• Oversee the management of buildings, including maintenance services, outside contractors, and vendors.
• Manage, supervise, and/or provide guidance to Property Assistants.
• Contact and place service orders with maintenance staff, specialty vendors, and contractors.
• Solicit bids for maintenance contractors and construction projects, create scope spreadsheets, and participate in the selection of contractors.
• Perform quality assurance and control inspections for each of the buildings to ensure proper maintenance, adherence to contract specifications, and compliance with industry standards.
• Schedule and attend after-hours meetings with Board members and unit owners.
  Handle emergency issues associated with properties after hours or as needed.

Customer Service/Community Governance

• Direct contact for resident concerns and requests pertaining to building-related issues.
• Answer and effectively handle concerned Owner phone calls, inform residents of policies/procedures, and conduct onsite owner meetings.
• Send mass communications to residents. Coordinate with the Account Manager to ensure administrative documents comply with in-house policies and external legalities.
• Maintain thorough knowledge of all pertinent documents (bylaws, declarations, rules and regulations, certificates of insurance, vendor contracts, etc.).

Financial/Administration

• Create and maintain budgets and review accounting and financial statements for condo associations.
• Monitor contracts/budgets and control operating expenses.
• Oversee assessment collections and follow up with assessment delinquencies to ensure that proper notices have been distributed.
• Assist with transition and set-up of new property accounts, input and maintain data within web-based software, and audit information.
• Draft and proofread client notices, memos, letters, and templates.
• Approve vendor invoices and effectively address any inquiries.

Requirements:

Skills & Abilities

• Provides quality work while multitasking many different responsibilities.
• Operate independently under tight deadlines and limited supervision.
• Demonstrate excellent customer service, writing, and communication skills.
• Work with sensitive information and maintain confidentiality.
• Computer proficiency to include Microsoft Office Applications (Outlook, Word, Excel), and some use of QuickBooks.

Experience/Education/Training

• Bachelor’s degree (B.A./B.S.) in Real Estate, Business, or a related field, or the equivalent combination of education and experience.
• 3-4 years of real estate and/or property management experience preferred.
• Manager and/or supervisory experience and accounting familiarity preferred.
• A Community Association Manager (CAM) and or Certified Manager of Community Associations (CMCA) license is preferred.

Special Requirements

• Potential physical demands may include lifting up to 35lbs, standing, sitting, walking and occasional climbing.
• Employees are required to work at a personal computer and/or talk on the phone for extended periods of time.
• Ability to work extended/flexible hours and occasionally weekends to meet deadlines.
• Ability to respond to emergencies (both during and after business hours) in a timely manner.
• Local travel (Chicago). Must have valid driver’s license and reliable transportation.

Disclaimer: This is not an all-inclusive job description. Duties and responsibilities may change at any time. Hales Property Management, Inc. is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.