Community Services Associate
Who We Are: Diversified Association Management a growing company and a leader in Homeowner Association Management is currently seeking a full-time Client Services Associate.
Job Summary: This position is responsible for ensuring all Community/Office services are provided in a quality manner, while maintaining the highest level of professionalism and accuracy. This includes supporting office staff with varying jobs to help support overall office efficiency and offering strong support to Community Managers allowing them the necessary time to better focus on the long-term community goals and projects.
RESPONSIBILITIES
• Manage the front desk as required by greeting visitors, resolving issues, or directing them to the appropriate DAM employee.
• Process mailings in the 'violation bin'.
• Monitor Diversified email domain and forward to the appropriate CSA, Community Manager, or leadership team member.
• Monitor main line messages and distribute accordingly.
• Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
• Collect deposits, payments or fees
• Direct contact/communication with homeowners, board members, contractors, engineers, and real estate professionals.
• Maintain consistent contact with all Board members regarding association business and important matters to affect a timely response.
• Respond to owner's disputes, emails (forward to the manager and/or board if necessary)
• Conduct delinquency control and assist in managing the collection process.
• Prepare meeting materials, notices, memos, other correspondence & mailings, meeting packets, and community newsletters and updates.
• File association documents and keep accurate records, as well as maintaining the official records for the association.
• Assist the Association Manager in organizing, scheduling, and conducting board meetings, annual meetings, and community events.
• Monitor association communities and assist with covenant enforcement.
• Contact and place service orders with maintenance staff or specialty vendors/contractors.
• Solicit bids for maintenance work. Coordinate and schedule routine maintenance through Maintenance Care.
• Enter violation letters (Some of which will require form letters to be created, and CCR Codes to be entered into management software) and prepare letters for mailing.
• Compile data and assist in meeting preparation.
• Receive, enter, and process Work Orders - Maintenance Care.
• Receive, enter, and process Architectural Requests for Change.
• Update and maintain community information in the FAQ section of the management software.
• Work with website team to make changes/updates to HOA websites. (ie. Posting of bids and proposals to Board Documents section for review prior to meetings.)
• Maintain homeowner database per resident info sheets and written updates.
• Assist in creating board packets for monthly meetings.
• Assist with any other assignments delegated by the Property Manager.
• Assist in drafting correspondence to homeowners for mass mailings, email bulletins, etc.
• Assist at annual meetings as required. Prep assistance, sign-in, A/R Report verification and proxies.
• Know, understand and utilize the following Diversified programs: TOPS, U-Manage, Strongroom, Maintenance Care, Homewise, DPM Internal forms, Mail service/Calendar and Association Voice.
• Complete routine quarterly audits of all community websites.
• Create welcome letters as needed. Adding/removing resident as needed and coupons when applicable.
• Complete Admin Tracking using the Admin Tracking Form
• Complete owner information updates
• Architectural request process
• Invoice Coding - StrongRoom and Non-StrongRoom associations
• Processing of Returned Mail
• Complete HOA check processing
• Unit/Vehicle/Pet Registrations
• Complete the HOA intake process including updating the intake sheet, homeowner, set-up, letter set-up, CCR set-up, new management letter, coupons (when applicable), folder set-up, ARC/ACH form.
• Enhance Diversified's Culture - Contribute to a highly effective organization that produces exceptional customer service and amazing results by fostering mutual trust; open, honest, and candid communication; effective teamwork; and an unrestrained sense of enthusiasm, commitment, and FUN
Compensation/Benefits:
● Full Time employment
● Competitive Salary
● Semi- Annual Bonuses Awarded
● Full Benefit Package
- Health, Vision and Dental
How:
Please, submit your resume via the careers tab on our website.
Job Summary: This position is responsible for ensuring all Community/Office services are provided in a quality manner, while maintaining the highest level of professionalism and accuracy. This includes supporting office staff with varying jobs to help support overall office efficiency and offering strong support to Community Managers allowing them the necessary time to better focus on the long-term community goals and projects.
RESPONSIBILITIES
• Manage the front desk as required by greeting visitors, resolving issues, or directing them to the appropriate DAM employee.
• Process mailings in the 'violation bin'.
• Monitor Diversified email domain and forward to the appropriate CSA, Community Manager, or leadership team member.
• Monitor main line messages and distribute accordingly.
• Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
• Collect deposits, payments or fees
• Direct contact/communication with homeowners, board members, contractors, engineers, and real estate professionals.
• Maintain consistent contact with all Board members regarding association business and important matters to affect a timely response.
• Respond to owner's disputes, emails (forward to the manager and/or board if necessary)
• Conduct delinquency control and assist in managing the collection process.
• Prepare meeting materials, notices, memos, other correspondence & mailings, meeting packets, and community newsletters and updates.
• File association documents and keep accurate records, as well as maintaining the official records for the association.
• Assist the Association Manager in organizing, scheduling, and conducting board meetings, annual meetings, and community events.
• Monitor association communities and assist with covenant enforcement.
• Contact and place service orders with maintenance staff or specialty vendors/contractors.
• Solicit bids for maintenance work. Coordinate and schedule routine maintenance through Maintenance Care.
• Enter violation letters (Some of which will require form letters to be created, and CCR Codes to be entered into management software) and prepare letters for mailing.
• Compile data and assist in meeting preparation.
• Receive, enter, and process Work Orders - Maintenance Care.
• Receive, enter, and process Architectural Requests for Change.
• Update and maintain community information in the FAQ section of the management software.
• Work with website team to make changes/updates to HOA websites. (ie. Posting of bids and proposals to Board Documents section for review prior to meetings.)
• Maintain homeowner database per resident info sheets and written updates.
• Assist in creating board packets for monthly meetings.
• Assist with any other assignments delegated by the Property Manager.
• Assist in drafting correspondence to homeowners for mass mailings, email bulletins, etc.
• Assist at annual meetings as required. Prep assistance, sign-in, A/R Report verification and proxies.
• Know, understand and utilize the following Diversified programs: TOPS, U-Manage, Strongroom, Maintenance Care, Homewise, DPM Internal forms, Mail service/Calendar and Association Voice.
• Complete routine quarterly audits of all community websites.
• Create welcome letters as needed. Adding/removing resident as needed and coupons when applicable.
• Complete Admin Tracking using the Admin Tracking Form
• Complete owner information updates
• Architectural request process
• Invoice Coding - StrongRoom and Non-StrongRoom associations
• Processing of Returned Mail
• Complete HOA check processing
• Unit/Vehicle/Pet Registrations
• Complete the HOA intake process including updating the intake sheet, homeowner, set-up, letter set-up, CCR set-up, new management letter, coupons (when applicable), folder set-up, ARC/ACH form.
• Enhance Diversified's Culture - Contribute to a highly effective organization that produces exceptional customer service and amazing results by fostering mutual trust; open, honest, and candid communication; effective teamwork; and an unrestrained sense of enthusiasm, commitment, and FUN
Compensation/Benefits:
● Full Time employment
● Competitive Salary
● Semi- Annual Bonuses Awarded
● Full Benefit Package
- Health, Vision and Dental
How:
Please, submit your resume via the careers tab on our website.