The ACAM is the first line of contact between the Board, Committees, Residents, clubs, and the Management Company. The ACAM will consult routinely and openly with the Board and will seek input and advice from the Portfolio Manager in the performance of his/her duties.

This specific position is for 20 hours on-site at Regency at Emerald Pines Condominium.

RESPONSIBILITIES:

Outlined below are some of the job responsibilities of the ACAM. This list is not meant to be all-inclusive, and the job description is subject to change at any time.

Community/Administrative Management

• Distribute new owner information materials.
• Act as a liaison between trustees, committees, clubs, residents, and vendors.
• Communicate via phone/email with appropriate parties regarding property maintenance activities and planned projects.
• Monitor adherence to the rules and regulations of the community. Manage documentation of reported violations. Issue violation letters when appropriate.Follow up on compliance and manage violation policy as needed.
• Create and distribute community notices and mailings.
• Maintain resident files and vendor contacts, and keep them current.
• Maintain contracts calendar. Alert appropriate parties for upcoming renewals and manage process, as directed.
• Respond to questions from owners and residents in a timely fact-based fashion. Act as a response broker where necessary. Maintain neutrality in all communications.
• Maintain online portal. Post minutes, agenda's, contracts, financial statements, maintenance agreements, etc. Post most current documents and file older documents in history file by year in chronological order.
• Maintain and post clubhouse schedule for use of rooms by clubs/committees and private functions.
• Provide administration for the Architectural Review Process.
• Assist portfolio manager in the preparation of materials for the monthly board meeting.
• Maintain accurate metric weekly of emails, phone call, walk ins and scheduled appointments. Including vendor interactions.
• Work closely with Board liaisons before responding to Unit owners on issues related to liaisons' areas.
• Complete special projects in timely manner.

Facilities Management

• Schedule and meet vendors to provide proposals and/or perform repairs.
• Ensure project completion with proper follow-up to Residents, Portfolio Manager, and Trustees.
• Manage maintenance request (work order) system. Create work orders for common elements maintenance as needed; schedule and oversee maintenance activities and schedule work orders with maintenance staff and vendors.
• Perform regular site inspections of the property, creating work orders or violation notices where appropriate

Qualifications

• Good knowledge of Microsoft Office and ability to learn our web-based property management software.
• Solid verbal and written communication skills
• Able to multi-task and prioritize efficiently.
• Professional demeanor, approachable attitude, excellent listening skills, and desire to be of assistance.
• A can-do attitude with a sincere commitment to the position
• A focus and appreciation for client satisfaction
• Ability and desire to learn

5 days per week with somewhat flexible time requirements. Must be able to walk the property, including flights of stairs in order to complete inspections.