Community Assistant Job Description

Community Assistant Job Description

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Community assistant provides new homeowners with information regarding their homeowner association and the role of Vacasa Community Association Management in the Association.

Community Assistant Duties & Responsibilities

To write an effective community assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included community assistant job description templates that you can modify and use.

Sample responsibilities for this position include:

Assists in the development of residence life/student development programs complimentary to programs within the University setting
Assists in the development of the office staff and the Residence Life staff to include the Resident Directors and Residence Life Coordinator, if applicable
Performs and facilitates room inspections and room condition forms for all rooms prior to check-in
Assists in the development of the office and Residence Life staff to include the Senior Community Assistant (SCA) and Community Assistant (CA) staff
Trains, motivates, and coaches staff members in the execution of their duties
Shares professional staff on-call responsibilities with the Community Manager, and is available to respond to emergencies and situations beyond the ability of the SCA/CA staff
Assists the CM, Maintenance Manager, & Maintenance Technicians with quarterly health & safety inspections
Educates residents on property and university policies, safety procedures such as fire drills
Become familiar with the key elements of the management contracts that control our involvement with each community for which they are responsible
Community Assistants are expected to document and initiate charges in the community management software for all activities for which they are authorized to do so by the management contract

Community Assistant Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Community Assistant

List any licenses or certifications required by the position: CPR, AED, GED, BCLS

Education for Community Assistant

Typically a job would require a certain level of education.

Employers hiring for the community assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Collage Degree in Associates, Education, Construction, Business, Hospitality, Management, Real Estate, Communication, Health, Graduate

Skills for Community Assistant

Desired skills for community assistant include:

Association Governing Documents
Rules and Regulations and general legal requirements of a community association
Implement Housing & Residence Life protocols and procedures
Affordable housing programs
Applicable computer applications and basic computer functions
Campus involvement and local opportunities
Campus partnerships
Community management offline and online
Etiquette
Institutional resources

Desired experience for community assistant includes:

Respond to and initiate routine communications with Community Board Members and Homeowners by telephone, mail and/or electronic mail
Attend the Annual Meeting, Budget Meeting, and on an infrequent basis, Board of Directors meetings for each community for which you are responsible (evening hours for these meetings is normal)
Manage routine vendor contracts
Demonstrated proficiency in working with industry software, calendar management, software/database, and social media
Take client calls and address issues within 24 hours
Produce requested reports and assemble Board Packets in a clean, orderly, and professional fashion

Community Assistant Examples

1

Community Assistant Job Description

Job Description Example
Our company is looking for a community assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for community assistant
  • Work proactively to limit complaints and issues related to day-to-day operations in Somersett, but if problems arise work promptly to mediate and resolve with applicable parties
  • Works in conjunction with the Community Manager in presenting long term planning of the association by bringing forward ideas, recommendations and best practices to the board for consideration
  • Has primary responsibility to manage the Association's major contracts (as defined by CM and the SOA Board) to ensure association's contract terms and vendor's commitments are being met
  • Assists the Community Manager in keeping the Board current on association operations by maintaining adequate information and reports
  • Assists in the monitoring of the financial aspects of the association.Assists in the oversight of Association Committee functions, including but not limited to management attendance and recaps
  • Field and respond promptly to the majority of homeowner inquiries via phone, e-mail, work order, letter, and/or in person
  • Interact with vendors and assist with addressing emergency requests as necessary
  • Update notes within homeowner accounts in C3 (Complete Control of Communities) of all conversations/correspondence with homeowner
  • Assist in preparing agendas, update management reports, and compile documents and copies for Board meeting packages
  • Prepare newsletters, flyers, and other various documents to inform homeowners of maintenance service or projects, activities, meetings
Qualifications for community assistant
  • Transcribe and type documents and letters as required
  • Fax and/or scan and email documents as requested
  • Update and generate all required association and management reports
  • Coordinate and process all required meeting minutes, weekly elevator updates and monthly newsletters
  • Monitor and address resident violations as required
  • Act as backup when CM is on vacation, sick days, or out of office
2

Community Assistant Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of community assistant. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for community assistant
  • Assist Community Manager in monitoring corporate and client delinquency rates and collections process for account portfolio
  • Maintain property files and unit files
  • Assist Community Manager with processing new homeowner welcome packets, if applicable
  • Assist Community Manager with issuing of key fobs, pool passes and processing access keys
  • Assist Community Manager with ARB (Architectural Review Board) application processing and perform on-site community inspections as necessary
  • Assist Community Manager with requests for proposals, repair quotes, insurance notification lists
  • Assist Community Manager with update of property fact sheets in C3
  • Assist Community Manager in preparing homeowner CC&R violation letter and communicate results of hearings to homeowners within the time frames set by state statues or governing documents as needed
  • While the list above is an extensive list of job responsibilities, it is expected that the individual in this position is hands on and flexible in performing, assisting, and/or supervising any necessary task that is requested by our client and/or the management agent
  • Receives and responds to incoming calls from homeowners, Board members and vendors
Qualifications for community assistant
  • Conduct daily common area walks and address issues as required
  • Organize and maintain all homeowner and administrative files & perform annual association file cleanout in accordance with company standardized hard copy and electronic system
  • Assist CM in administrative duties as required
  • Maintain an organized workspace
  • Complete company training as assigned, attend all mandatory company functions and adhere to First Service Standards of Operation
  • Make payroll entries each day in accordance with employee handbook
3

Community Assistant Job Description

Job Description Example
Our company is hiring for a community assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for community assistant
  • Recommend, develop and roll-out any programs or initiatives which would increase operational effectiveness, efficiency and cost reduction
  • Assist in annual budget preparation and ensure adherence to association budget
  • Directly supervise staff, create weekly staff schedules, and assist with staff reviews
  • Provide training for Community Services Representative new hires assigned to the property
  • Oversee the preparation and management of customer satisfaction, guidelines, practice exercises, and personnel training
  • Organize designated meetings and functions as requested by the General Manager or Board of Directors within prescribed budget
  • Prepare board packets, meeting minutes, and any other reports as needed at the request of the Board or General Manager
  • Perform routine building walks to check for violations and proactively identify maintenance items to be addressed and ensure remedial action is taken
  • Oversee and/or facilitate the processing of the hazard work sheet and monthly maintenance calendar
  • Act as the resident liaison
Qualifications for community assistant
  • Must perform all Front desk/Customer Service Representative responsibilities as required
  • Contract Management skillset and experience for at least 5 years
  • Project management skillset and experience a plus
  • Previous work experience in procurement operations
  • NRED Community Manager License (or Provisional)
  • Must be able to acquire and maintain current knowledge of the state statutes, association CC&R's, and Rules and Regulations
4

Community Assistant Job Description

Job Description Example
Our innovative and growing company is looking for a community assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for community assistant
  • Take client calls and manage work order process, vendors, and client issues and follows up on all complaints/issues
  • Coordinate and assist in monitoring Club Room reservations, architectural requests, and deliveries
  • Manage technical system, including access and camera management software, and perform general IT functions as needed
  • Ensure "move-in/move-out" procedures are properly observed by all residents and work closely with the moving coordinator to provide all necessary accommodations to new or departing residents
  • Oversee accounts payable including coding of invoices
  • Work collaboratively with General Manager on any special requests, administrative work, mailings, special projects
  • Respond to emergency situations in a timely, calm and efficient manner
  • Oversee petty cash and accept payments for miscellaneous items such as access cards and clubhouse rentals
  • Carry out policies and procedures of the customer and FirstService Residential concerning safety, administrative requirements, standards, practices and work methods
  • Act as backup when General Manager is on vacation, sick days, or out of office
Qualifications for community assistant
  • Must be able and willing to work a variety of hours in order to meet the requirements of the position, including evenings, weekends, and holidays
  • Must be able to complete CPR and AED Red Cross certification and Alcohol Awareness Training within 6 months of hire date
  • Duties of maintaining files and records, setting up for meetings, or implementation of events will involve stooping, bending, lifting, and grasping, pushing, pulling, or otherwise moving objects weighing as much as 45 lbs
  • Knowledge of Microsoft Office products (Word, Excel, Outlook, ) at a proficient level with the ability to quickly learn new software programs
  • Take client calls and manage work order process, vendors, and client issues
  • Produce requested reports for board packets in a clean, orderly, and professional fashion
5

Community Assistant Job Description

Job Description Example
Our company is looking for a community assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for community assistant
  • Partner with the General Manager on supervision of staff and/or third party contractors including organizing staff schedules
  • Support staff will provide three (3) business days turnaround on all projects of a standard nature
  • Report to work punctually, as scheduled, and be at the assigned work station ready for work at the assigned start time
  • Take client calls
  • Every effort should be made to assist clients on their first contact with the Company
  • Create and manage work orders including vendors and members
  • Produce board packet reports, per the "Pre-meeting Checklist," in a clean, orderly and professional fashion
  • Provide buddy system backup for teammates in their absence
  • Coordinate with assigned community managers to prepare monthly Outlook calendars for deadlines, reports, processes and standing meetings
  • Review and process mail for assigned communities, this may included architectural applications, gate remotes, amenity keys, change of address request
Qualifications for community assistant
  • Provide "Buddy System" backup for assigned Buddy during absences
  • Coordinate with assigned CM's to prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings
  • Review, input, separate and handle all mail for assigned CMs
  • Review and distribute assigned CM's In and Out Box/File daily
  • Fax and/or scan and email documents as requested by CMs
  • Coordinate with Team Admin processing of all required minutes and newsletters

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