Work Location: Ft. Worth
Title: Assistant Association Manager
Reports to: Branch Manager
Responsibilities
Deed Restriction Letters: Produce and track letters based on the site inspections. Maintain violation log, both active and resolved
Contract Renewals: Track expiration dates on all contracts for assigned associations (landscape maintenance, pool maintenance, janitorial, etc.), solicit bids for renewal, renew the contracts with current vendor if requested and/or assist the bid packet preparation. Insure that all contracts are fully executed and are appropriately filed
Meeting Notice Preparation: Assist with the preparation of the Board Meeting Packets and Annual Members Meeting Packets in accordance with the associations bylaw notice requirements
Attendance at Meetings: Attend Board Meetings and Annual Members Meetings as needed to assist the Association Manager and to record minutes
Prepare Minutes: Draft meeting minutes and make additions/changes as directed by the Association Manager and Board Members for assigned associations. Manage the approval process of the minutes by the Association Manager and circulate to the Board of Directors within thirty days of the meeting
New Board Member Packets: Prepare and fulfill the New Board Member Packet(s) within two (2) working days of the Annual Members Meeting
Yard of the Month/other Special Awards: Purchase assist committee members in the purchase of certificates or prizes, notify winners and issue the certificates for Yard of the Month, Holiday Decorating and other assigned association sponsored contests
Maintenance of Corporate Records: Maintain and update the corporate records and minutes books for assigned associations
Committee Coordination: Manage the volunteer process for assigned associations and maintain a data file of volunteers for each committee and manage committee requests
Filing: Set up files for new associations as assigned and maintain association files per standard office procedures
Research and Coordination: Assist the Association Manager with researching resident requests, securing locations and dates for meetings
Other such requests and responsibilities as assigned
Requirements
Microsoft Word Ability to create business correspondence and perform mail merges
Microsoft Excel Ability to maintain data files in a spreadsheet format with sorting and filtering
Internet Ability to perform research through use of search engines and browsing
Microsoft Outlook Ability to manage contacts, calendar and email according strict policy guidelines
Writing skills Ability to write professional business correspondence including meeting minutes with proper grammar, spelling and ability to learn the industry lexicon
Communication skills - Ability to communicate with co-workers and management effectively regarding, needs, scheduling, work related concerns as well as suggestions in business processes.
Attention to detail - Ability to notice abnormalities, mistakes or differences in correspondence (misspelled words, wrong letterhead, wrong association or verbiage that just doesnt look or sound correct)
Service orientation - Ability to provide good customer service towards customers as well as co-workers (listening, responsiveness, pleasant attitude, courteous manners, clear communication, problem solving and teamwork)
Responsiveness and follow up - Ability to respond to correspondence and voicemails in a timely manner according to strict policy guidelines, and ability to follow through and complete projects/assignments
Multi-tasking - Ability to handle multiple tasks/situations at one time
- Location: Bedford
- Principals only. Recruiters, please don't contact this job poster.
- Please, no phone calls about this job!
- Please do not contact job poster about other services, products or commercial interests.