Job Description

We are seeking a dedicated and detail-oriented Assistant Property Manager to support the lead Property Manager. The Assistant Property Manager plays a vital role in supporting the lead Property Manager in a residential community. This position involves overseeing the association and engaging with homeowners to ensure their needs are met. Key responsibilities include processing lease, purchase, and architectural applications, addressing owner issues and complaints, scheduling maintenance repairs, and creating and monitoring work orders. Additionally, the Assistant Property Manager responds to resident communications and assists with community inspections, contributing to the overall upkeep and management of the property.

Key Responsibilities:

• Assist the Property Manager in preparing all documentation for community-related meetings.
• In the absence of the Property Manager, maintain positive communication with residents, vendors, and board members.
• Help ensure compliance with all required insurance programs for each property, collaborating with the Property Manager and the Association’s insurance broker.
• Provide recommendations to the Property Manager regarding community operations and governance.
• Maintain the Association’s Fact Sheet in CINC, ensuring it includes current contracts, governing documents, rules and regulations, and the GRS management contract.
• Prepare and deliver periodic management reports to the Property Manager and necessary materials for Board meetings.
• Assist the Property Manager and Board of Directors in maintaining compliance with federal, state, and local statutes, as well as the Association’s governing documents.
• Help maintain an up-to-date Policy Manual for the community as approved by the Property Manager.
• Assist with emergency procedures SOP’s and communications to the residents.
• Manage the community’s Work Order system to ensure timely responses to resident requests.
• Assist with the community’s Architectural Review Program (ACC’s) to ensure timely responses to resident requests for them to make improvements on their lot.
• Support the Property Manager in addressing any incidents arising within the community property or during community-sponsored events and completing an incident report.
• Welcome and inform new homeowners about community policies and procedures.
• Process lease, purchase, and architectural applications efficiently.
• Address and promptly resolve inquiries, requests, and complaints from residents.
• Conduct regular property inspections to ensure upkeep and maintenance standards.
• Assist in scheduling and oversee necessary repairs / maintenance, creating and monitoring work orders.
• Respond to emergency maintenance or safety calls and after-hours emergencies in a timely manner.
• Maintain accurate records for the association and unit owner files for all residents.
• Assist the Property Manager with inspections of the community common areas.
• Assist with biweekly inspections for monitoring / reporting of violations in accordance with community policies. Issue violations for homes outside of community standards.
• Schedule Sanction Committee meetings / violation hearings
• Prepare documentation for community-related meetings and provide support during the absence of the Property Manager.
• Collaborate with the Property Manager on the budget and ensure timely coding of bills for payment of the association’s ongoing expenses.
• This Job description is subject to change from time to time by the Property Manager and is intended to be a summery of key responsibilities for the position.

Required Knowledge and Skills:

• Strong organizational skills and attention to detail, able to meet deadlines.
• Knowledge of association rules and regulations.
• Proficiency in Microsoft Outlook, Teams, Word & Excel.
• Excellent communication skills with the ability to handle disputes calmly. This is a customer centric environment where the customers live on the property.
• Ability to work independently and collaboratively within a team or committee and engage positively with residents.
• Efficient with time management.

Education and Experience:

• High school diploma or GED required; an associate or bachelor’s degree in business or management is preferred.
• A minimum of 2-3 years of relevant administrative experience in property management or customer service.
• Familiarity with property management software (CINC preferred) is a plus.
• LCAM certification is required.

Physical Requirements:

Ability lift up to 40 lbs.

Why Join Us?

At GRS Community Management, we value our team members and provide opportunities for professional growth and development. If you are passionate about property management and committed to enhancing our community member experience, we would love to hear from you!

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