Assistant Community Association Manager at Bayview Property Management – Fullerton, California

About JobBayview Property Management is seeking an Assistant Community Manager to join our team. The ideal candidate will possess a strong work ethic, excellent communication skills, and a passion for delivering exceptional customer service. This is a full-time position, working 40 hours a week, Monday through Friday from 8:00 AM to 5:00 PM, with the opportunity to make a real impact on our communities.

This role is perfect for an individual who is motivated, organized, and able to work independently, as well as collaboratively with our team. As an Assistant Community Manager, you will be responsible for managing communities in an efficient and value-enhancing manner, while ensuring compliance with our strategic plans, budgets, and governing documents.

RequirementsA minimum of an Associate's degree is required, and a CMCA (Certified Manager of Community Associations) certification is preferred.

Proficient in Microsoft Office, particularly Word, Excel, and Outlook, to effectively manage community documents, budgets, and resident communication.

Professional writing skills to create clear, concise, and engaging resident communications and reports.

Excellent customer service skills to provide exceptional support to residents, ensuring their needs are met and concerns are addressed promptly and professionally.

Excellent phone skills to effectively communicate with residents, vendors, and colleagues, building strong relationships and resolving issues efficiently.

Excellent time management skills to prioritize tasks, meet deadlines, and maintain a high level of productivity in a fast-paced environment.

Strong analytical skills to interpret data from various sources, identify trends, and make informed decisions.

Proficiency in database use and at least 1 year of experience in a position with a customer service component and an administrative work component.

Preferred SkillsExperience in HOA or community/property management.

Advanced Microsoft Office skills.

Experience with Vantaca.

Proficiency in Spanish.

ResponsibilitiesManage communities in an efficient and value-enhancing manner, ensuring compliance with our strategic plans, budgets, and governing documents. This includes overseeing the day-to-day activities of the engineering, maintenance, and other building staff, as well as contract services, to ensure seamless operations and resident satisfaction.

Develop and maintain strong working relationships with residents, ensuring their needs are met and concerns are addressed promptly and professionally. This includes attending to resident complaints, resolving issues, and providing exceptional customer service.

Supervise the day-to-day activities of the engineering, maintenance, and other building staff, as well as contract services, to ensure seamless operations and resident satisfaction. This includes conducting regular inspections, evaluating vendor work completed on community, and ensuring adherence to approved budget.

Prepare for and attend Board Meetings, including preparing Board meeting agendas, creating Board packets, notetaking at Board meetings, developing action items from Board meetings, and preparing Management Reports. This includes ensuring that all necessary materials are presented, and that the Board is fully informed and engaged.

Maintain community insurance, negotiate best policy, and confer with legal counsel on community governance and collections. This includes ensuring that all necessary insurance policies are in place, and that the community is protected from potential risks.

Perform compliance inspections per community's governing documents, organize and facilitate community elections, and develop new rules and regulations (in conjunction with legal counsel) and process per HOA law. This includes ensuring that all compliance requirements are met, and that the community is in full compliance with all governing documents.

Conduct community inspections, process and approve invoices, review monthly financials, prepare yearly budgets, ensure adherence to approved budget, and review reserve study. This includes ensuring that all financial transactions are accurately recorded, and that the community is financially stable.

Manage vendors, including procuring, reviewing, and summarizing bids for projects, approving quotes, reviewing vendor insurance, licenses, and certifications, and reviewing and scheduling regular vendors and project vendors. This includes ensuring that all vendors are qualified and competent, and that all projects are completed on time and within budget.

Maintain a schedule for preventative maintenance, evaluate all vendor work completed on community, and ensure seamless operations and resident satisfaction. This includes ensuring that all necessary maintenance is performed, and that the community is well-maintained and attractive.