Community association manager

Goodwin & Company is looking for a highly motivated, detail-orientated Administrative Assistant (AA) with office Management experience for a fast-growing company. Your mission would primarily be to assist the Community Association Manager (CAM) with daily community operations. AA’s are to establish and maintain a professional, service-oriented relationship with coworkers, Association Managers, homeowners, vendors, and service providers. This position involves daily contact with homeowners and board members which requires an individual who is well-spoken, customer service-oriented, and who can multi-task at a quick but accurate pace.

ROLE PURPOSE

The Administrative Assistant exists to ensure residents, board members, and guests experience prompt, knowledgeable support and a well-run, welcoming community — extending the Onsite Manager's leadership into every interaction, request, and event, and delivering the ease and reliability at the heart of Community Living Made Easy.

CRITICAL SUCCESS FACTORS

1. RESIDENT & BOARD RESPONSIVENESS — Residents and board members experience timely resolution of requests and issues — with voicemails returned within 24 hours, emails and TownSq requests addressed within 48 hours, and work orders tracked through to completion — so nothing falls through the cracks.
2. BOARD MEETING PREPAREDNESS — Board members enter every meeting fully prepared and confident, with accurate meeting notices, board packets, and annual meeting agendas delivered complete and on schedule.
3. INFORMATION ACCURACY & ACCESSIBILITY — Boards and residents can rely on accurate, current, and easy-to-find information — from financial reports and community records to contact directories and the community website — reflecting an office that is organized and dependable.
4. RESIDENT ENGAGEMENT & WELCOME — New and existing residents feel welcomed, informed, and engaged in community life — evidenced by orientation completion, strong event attendance, and positive resident feedback.
5. AMENITY & OFFICE OPERATIONS — Residents and guests consistently experience amenities, reservations, and office operations running smoothly — reinforcing that this is a community that simply works.

JOB DUTIES AND RESPONSIBILITIES

Duties include but are not limited to:

• Become familiar with each association’s documents as they relate to your service role
• Respond to phone calls, voicemails and emails- within 24 hours (Forward non-routine/urgent calls to Manager immediately)
• Work with the manager on violation letters as requested.
• Work with the ACC department communicating with homeowner when necessary for more information, updating homeowners of the status the application, etc.
• Draft and mail letters to parties as requested by CAM- 2 business days
• Process community mailings; special notices, meeting notices, etc.- 2 business days
• Electronically file community related documents via company platform- daily
• Maintain/program entry gates directories- within 24 hours
• Process entry gate opening and maintenance requests via company platform during regular business hours- within 24 hours
• Process, maintain, program and distribute pool tags/keys/cards/fobs- within 24 hours
• Rotate as Receptionist on scheduled basis
• Assist CAM in preparation of Board meeting packets- as needed
• Prepare and process Annual Meeting Notices- time sensitive, 3 business days
• Prepare Annual Meeting materials; Welcome Packet and registration information- 2 days
• Attend Board and/or Annual meetings with CAM(s) when necessary. May be required to take meeting minutes. Note: Meetings may be held in the evening after regular working hours- as needed
• Maintain a current hardcopy and e-file community information sheet (hotsheet)- as needed
• Complete miscellaneous tasks as requested for CAM support and assist in other large scale projects- as needed
• Maintain community websites via company platform- as needed
• Act as back-up for after-hours emergency contact. The CAM is the first point of contact- as needed per emergencies occur
• Review, code and process invoices for payment of services – daily within 24 hours
• Other Responsibilities- this list should not be considered to be all encompassing and is subject to change

Compliance Drives:

• Visually inspect properties within Association for Deed Restriction Violations
• Process and mail notices pertaining to Deed Restriction Violations
• Answer customer phone calls and emails

EDUCATION/KNOWLEDGE/SKILLS/ABILITIES:

• 2-5 years’ experience managing single-family communities and condominium associations
• Ability to deliver a 5-star customer service to the Board and the residents
• Ability to advise and direct the Board to make the necessary decisions
• Ability to build rapport with clients
• Strong analytical and critical thinking skills
• Excellent written and verbal communication skills
• Have a high school diploma or GED
• Legally eligible to work in the United States
• Can navigate through different application systems
• Competency in Microsoft Office Applications
• Have a naturally positive attitude and be a team player
• Ability to communicate clearly and professionally, both verbally and in writing
• Pleasant, friendly attitude, with an ability to adapt to change
• Strong listening skills, ability to multi-task, attention to detail