Associate Manager

Continental Management Co.

Job Description – Associate Manager

Hours:  8:30 a.m. to 5:00 p.m., Monday thru Friday

The Associate Manager is responsible for customer service, answering telephones, and greeting guests.  Good communication skills, both oral and written are essential.  Eighty percent (80%) of the job is customer service related; i.e. answering telephones, greeting and assisting unit owners and contractors when they visit our office.  Accuracy and timeliness are extremely important as this position has a wide range of responsibilities such as assignment of incoming work orders, assignment of parking tags and common area keys for individual associations, and maintaining the work order system.  Computer knowledge is mandatory.  The majority of the work day is spent answering telephone calls, sending out correspondence, writing work orders and using the computer. 

Specific items to be included:

• Copying all Association correspondence and mailing out weekly board packets
• Sending out Annual Meeting notices (one month in advance)
• Answering telephone maintenance calls and inputting work orders into TOPS
• Completing misc. work after board meetings
• Taking meeting minutes when needed at board meetings
• Doing sign-in at Annual Meetings when needed
• Sending out reminders or agendas for regular board meetings
• Closing work orders in TOPS once we are billed or advised the work has been completed
• Soliciting proposals for jobs such as snow removal (yearly), landscaping (yearly), roofing and concrete work etc...

Continental Management Co. - Job Description

Job Title:  Associate Manager                                   Approved By:  Scott Sauter

Reports To:  Property Manager                     Date:  January 2014

Basic Function

Responsible for performing diversified clerical duties in a professional manner, and assisting Property Manager in administration of community association management.

Responsibilities

1. Answer multi-line telephone system, take accurate messages and transfer telephone calls to the appropriate person, issue appropriate work orders in an efficient manner.
2. Greet and screen incoming visitors in a professional manner and promptly notify appropriate person of their arrival.
3. Receive and sign for courier deliveries and notify appropriate personnel that packages have arrived.
4. Receive, sort and distribute incoming mail and prepare outgoing mail in a timely manner.
5. Operate standard office equipment to include:
   • Multi-line telephone system
   • Postage machine/scale
   • Calculator
   • Computer/printer
   • Photocopy machine/Scanner
6. Type correspondence and various documentation in proper format and proofread/distribute as assigned.
7. Maintain proper response letters on computer for various incoming correspondence.
8. File correspondence and documents as necessary.
9. Issue work orders and monitor progress until completion.
10. Attend meetings as required.
11. Perform other related duties as assigned.

Skills

Interpersonal Skills                            Customer Service       Organization

Oral Communication Skills               Diplomacy                  Planning

Written Communication Skills          Professionalism          Time Management

Reading Skills                                                Filing                          Computer Literacy

Technical Communication                 Math Aptitude                        Keyboard Skills

Education/Training

Degree:  Associates or Bachelor Degree