Assistant Condominium Association Manager

Role Overview

• 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.