Community Management Associate

Roles and responsibilities

• Establish and maintain record system of all correspondence between owners, residents / occupiers and other relevant parties, and records.
• Record and retain all required notices under legislation
• Prepare, distribute and collect all correspondence and records related to the general assembly meeting which included but not limited to, items for discussion, nomination of board member, agenda, invitations, motions, minutes of meeting, etc.
• Attend and record all meetings
• Be the point of contact for owners as well occupants in regards to services, operation, complaints and maintenance of the Clusters/Community and attend routine written and oral communication.
• Advise and assist owners and residents / occupiers in relation to the Community Rules
• Prepare Association Meetings, including preparation of notices of General Meeting for the Owners Association, proxies, voting papers, budget information and reports;
• distribute the General Meeting Agenda for the OA
• Accept correspondence on behalf of the OA
• Convene and run the Association meeting in absence of the Association Manager
• Record and distribute Minutes of the General Meetings
• Assist the Board with understanding its responsibilities and restrictions and provide advice as requested
• Prepare and distribute notices of Board meetings
• Convene and run Board meetings (every quarter one meeting) in absence of the Association Manager
• Prepare, record and distribute minutes of board meetings
• Carry out regular inspections of the Common Areas and common facilities and Owners Association Assets;
• Advise the Owners Association Board in relation to any correspondence, reports, enquiries and complaints received relating to the Common Areas and the Owners Association assets and their management;
• Keep itself fully appraised of the layout, construction, location, character, plan and operation of any lighting, irrigation, drainage, sewerage, power, communication, security and other systems and equipment installed on the Common Areas and common facilities, inform the Owners Association Board generally about their condition from time to time and recommend to the Owners Association any changes or modifications the Manager considers should be made.
• Respond to customer complaints and feedbacks in a timely manner to ensure customer satisfaction.

Desired candidate profile

• Community Engagement:

  • Foster engagement within the community through regular communication, events, and activities that encourage participation.
  • Act as a liaison between community members and management, ensuring concerns and feedback are effectively communicated.
  • Develop programs and initiatives to strengthen relationships among members and maintain a positive environment.

• Customer Service and Support:

  • Respond to community member or resident inquiries, complaints, and maintenance requests promptly and professionally.
  • Provide support to resolve issues that may arise within the community, ensuring member satisfaction.
  • Develop and maintain positive relationships with community members, making them feel heard and valued.

• Event Planning and Coordination:

  • Plan and coordinate events or activities that help build community spirit, such as social gatherings, workshops, or educational seminars.
  • Manage the logistics of events, including invitations, registration, location set-up, materials, and post-event follow-up.
  • Promote events to ensure high attendance and active participation from community members.

• Administrative and Organizational Support:

  • Assist with administrative tasks such as scheduling meetings, preparing reports, and organizing documentation.
  • Maintain community records, including contact information, event participation, complaints, and maintenance requests.
  • Support with billing, rental agreements, or other documentation for residents or tenants, if applicable.

• Online and Social Media Management:

  • Monitor and manage online platforms like social media pages, forums, or community websites to ensure they remain active and engaging.
  • Respond to online comments, messages, or feedback in a timely and appropriate manner.
  • Develop content, share updates, and promote events through social media to increase engagement and build a sense of community.

• Conflict Resolution and Issue Handling:

  • Address and resolve conflicts or disputes among community members quickly and effectively, maintaining a peaceful and respectful environment.
  • Work with other managers or team members to resolve more complex issues, especially those that may require legal or contractual involvement.
  • Ensure that community rules and regulations are enforced fairly and consistently.

• Monitoring Facilities and Infrastructure:

  • Monitor the condition of community facilities (e.g., common areas, amenities) to ensure they are clean, safe, and well-maintained.
  • Report any maintenance or repair issues to the appropriate parties and follow up to ensure timely resolution.
  • Help coordinate upkeep, cleaning, or repairs as needed to maintain a safe and pleasant environment for community members.

• Feedback and Surveys:

  • Collect feedback from community members through surveys, suggestion boxes, or informal conversations.
  • Analyze feedback to identify areas for improvement and collaborate with the management team to implement changes.
  • Continuously assess community satisfaction and engagement levels to help improve future initiatives and programs.