Community Assistant - City Property Management

About Us: City Property Management ( http://www.cityproperty.com ) is an Arizona born and raised company that is a leader in full-service HOA management with innovative technology and a stellar team to match. With more than 40 years in the business and over 150 full time employees, we pride ourselves on providing the best HOA management experience possible. We work hard for the communities we serve and it shows. With paid training and a supportive team environment, you can have confidence that your investment with us is more than a job, it is a career.

Mission: The mission of City Property Management is to provide the best experience in community management.

Our Core Values

Professionalism
Engagement
Knowledge
Humility
Client Centric
Trust
Flexibility
Teamwork
Diligent
Fun, Fair & Respectful

We are seeking a collaborative and detail oriented Community Assistant to join our team. Community Assistants provide strong administrative support to our management team and assist homeowners with community concerns. The position includes direct contact with homeowners and our clients so the ideal candidate enjoys a fast paced, highly collaborative environment with strong customer service skills.

Duties and Responsibilities

• Provide excellent customer service to all clients and visitors.
• Answer a heavy call volume while logging all calls and resolving the needs of the caller.
• Return voicemails within 24 hours and log all calls/voicemails.
• Heavy email correspondence with interoffice staff, clients, vendors, etc.
• Import items for Board Packages into CityCync software.
• Create action items after board meetings and send to the appropriate personnel.
• Assist homeowners with questions regarding the architectural process, answering questions and providing a status of pending requests. Follow up with committees and managers when needed.
• Complete data entry and update important community information.
• Organize community property (keys, remotes, gate entry cards, parking passes, signs, etc.)
• Process and maintain RV lot/parking spaces and information.
• Report property deficiencies to vendors per managers request (landscaping, graffiti, lights out).
• Process work orders upon request.
• Follow up with vendors on incomplete or non-retrieved work orders.
• Process maintenance requests, purchase orders, and hearing requests.
• File and post minutes upon direction from Community Manager within 24 hours of receipt.
• Check managers mail daily, scan and send to manager and file as necessary.
• Book and confirm meeting rooms; (process paperwork, insurance and payment requirements) within 48 hours.
• Post requested information and documents on the appropriate portals; monitor monthly for up-to-date minutes etc.
• Create and input homeowner portal survey information within 72 hours, monitor and report results weekly.
• Track/monitor homeowner insurance, when required by association.
• Create and monitor HOA notes, per the manager’s direction and applicable eblasts sent.
• Data entry of emergency contact forms, pet registration, vehicle registration, etc.
• Electronic filing of homeowner correspondence, association documents, vendor reports, etc., including scanning of contracts, etc. into CityCync software.
• Create new board member books and manager blue books with all necessary information, when requested.

Skills

• Previous administrative experience
• Dedicated to providing a client centric experience
• Excellent written and verbal skills
• Engagement and teamwork
• Ability to work solo and meet deadlines
• Organized and ability to multi-task
• Ability to memorize important job information
• Computer and information system skills

Perks & Benefits

• Pay is flexible and dependent on experience.
• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Employee referral program

Pay

• $20 - $22 / hour