• Correspondence: Send Email blasts, post TownSq notices, and faxes per CAM request
• File association correspondence into vault and F drive per CAM request
• Board meetings:
  • Send Board Meeting packets, and vault per CAM request
  • Conduct Board Meeting Quorum calls per CAM request
  • Order Pizza or Subway Sandwiches for Board Meetings per CAM request
  • Ensure all final minutes received and filed in Vault & F drive
• CAI/HCCA Board Member Seminar Registrations:
  • Obtain Board Member email responses to seminars from CAMs and/or mailto:BoardSeminars@associahawaii.com
  • Register for respective seminar
    • Send confirmation email to Board Member & copy the CAM
  • Process PTRF/invoice
• Mailouts: Complete all mailouts per CAM request (printing, stuffing, posting)
  • Utilize USPS, Certified, FedEx, or UPS per CAM direction
• Violations:
  • Charge homeowner accounts via WorkFlow, print, mail and vault violations from Site Managers and/or CAMs.
  • Process postage and admin. charges.
  • Annotate in C3 Notes
    • Note: CCI contracted properties will be printed, mailed, and vaulted by the Processing Center, and charged by Site Management
• Monthly Financials:
  • Extract monthly financials from vault, create long, short, and watermarked versions
  • File to F drive, post to TownSq
  • Print, Mail and or Email per CAM request
• Update C3 Association Facts, notes, and popups as needed.
• Written consents:
  • Enter into the annual meeting program (AMP)
  • Upon receipt of letters and written consent forms from CAM, complete mailout to owners
  • Receive and track returned consent forms
• HO6: Upon receiving HO6 from homeowners; Scan, Document in C3, e-file, and send to insurance agent
• Annual budget: Assemble completed budget from Accounting
  • Save, print, and mail to homeowners and upload watermarked version to TownSq
  • Save Budget Short & Reserve Short to Community Archives
  • Vault Budget Long, Budget Short, Reserve Long & Reserve Short
  • Upload watermarked Budget Long to TownSq for Board
• Annual Meetings:
  • Receive AA Notice from CAMs
  • Prepare informal (75-day notice)
  • Prepare formal (45-day notice) packet, AMP file, and folder preparation for each annual meeting
  • Receive and track all proxies, providing quorum counts to CAM
  • Attend Annual Meetings as scheduled, to register owners, and tally all votes (Need driver's license and vehicle)
    • Close out:
      • Scan Certificate of election and voting certificate to vault and F drive
      • Process charges to AOAO
      • CAM to notify CMA when minutes are filed in F drive (within 16 business hours).
        • CMA to update Board Roster, send copy via email to CAM, and vault
      • Send audit to owners who requested via proxy
      • 30-day purge of annual meeting folder
• Board Rosters: Receive all interim changes to Board Roster from CAM, update in C3, and send via email to CAM
• Condominium Association Biennial Registration: Process every odd year for assigned CAM's properties

Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
 Professional communication skills (phone, interpersonal, written, verbal, etc.).
 Professional customer service skills.
 Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.)
at a proficient level.
 Interpretation and completion of verbal and/or written instructions at a proficient level.
 Knowledge of general office equipment (copier, fax, phone systems, etc.).

The above information on this description has been designed to indicate the general nature and level of work performed by
employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties,
responsibilities, and qualifications required of employees assigned to this job. Associa is an Equal Opportunity Employer.

 Knowledge of company policies, procedures and forms.
 Confidentiality and discretion in the performance of all duties and responsibilities.
 Time management and time critical prioritization skills.
Education and Experience
 High School Diploma or GED Required
 0 – 3 years of directly related or closely related experience