HOATalent

Assistant Condominium Association Manager

HOATalent

full-time

Posted on:

Location Type: Hybrid

Location: Cleveland • Ohio • United States

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About the role

  • Provide administrative support to the Association Manager and support the day-to-day operations of the property as outlined in the Management Agreement.
  • Receive, manage, respond to, and forward (as necessary) phone calls, emails, text messages, and portal inquiries (website and payment portals).
  • Check voicemail and email communication daily and respond in a timely manner.
  • Provide exceptional customer service to all clients, residents, guests, team members, and vendors.
  • Provide timely responses and follow-up with all stakeholders, with appropriate documentation.
  • Maintain a to-do list.
  • Maintain responsiveness within 48 hours or less.
  • Regularly review responsibilities and priorities with the Association Manager.
  • Assist with unit transfers (prepare background checks, coordinate with real estate agents and title companies, prepare welcome packets, etc.).
  • Maintain resident directory information and accounts within applicable property management files and software.
  • Assist with the setup of keys, key fobs, garage access, and intercom systems where applicable.
  • Regularly review and discuss resident concerns, issues, projects, and rule violations with the Association Manager.
  • Write, proof, and send/post community notices, newsletters, resident letters, account statements, etc., as directed.
  • Coordinate with vendors, contractors, visitors, emergency personnel, inspectors, and team members with timely and professional communication.
  • Manage document organization and filing (both physical and digital).
  • Input and manage property work orders, if applicable.
  • Assist with obtaining vendor bids and proposals.
  • Resolve utility issues and billing with residents and vendors.
  • Provide support for budget preparation and monitoring.
  • Make purchases as directed and coordinate deliveries.
  • Perform accounts payable and receivable duties as assigned.
  • Assist with Board member updates and communication.
  • Assist with reservations and signage for amenities (party rooms, pool, etc.) where applicable.
  • Communicate with association attorneys as directed.
  • Adhere strictly to company and property management policies and standards, including safety and security.
  • Perform other property management duties as assigned.

Requirements

  • High school diploma or equivalent required; college degree preferred.
  • Property or general management experience preferred.
  • Property management/accounting software experience preferred.
  • Ability to reliably commute to required work locations.
  • Strong computer literacy, including Microsoft Office, PDF software, and financial systems.
  • Basic understanding of bookkeeping principles.
  • Highly responsive and adaptable.
  • Strong attention to detail.
  • Ability to complete tasks quickly and accurately.
  • Strong organizational and prioritization skills.
  • Ability to manage time and projects independently to meet deadlines.
  • Effective verbal and written communication skills.
  • High-level customer service experience.
  • Strong work ethic and desire to learn.
  • Coachability and openness to feedback.
  • Leadership: problem-solving and planning.
  • Communication: ability to interact clearly, efficiently, and professionally.
  • Accountability: ability to meet commitments and give/receive feedback.
  • Salesmanship: act as an ambassador for The Coral team.
  • Ownership: commitment to company mission, values, and results.
  • Problem-solving: ability to analyze issues, develop solutions, and execute effectively.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
property managementaccountingbookkeepingdocument organizationwork order managementbudget preparationaccounts payableaccounts receivablecustomer servicetime management
Soft Skills
strong attention to detailorganizational skillsprioritization skillseffective communicationadaptabilityproblem-solvingleadershipcoachabilitystrong work ethicownership