Assistant Community Manager

Description

As the Assistant Community Manager, you will provide administrative and operational support to the Community Manager while helping ensure the smooth day-to-day management of the Association. You'll assist with resident relations, vendor coordination, covenant compliance, financial administration, and community communications while maintaining a professional and welcoming presence in the community. When the Community Manager is unavailable, you'll help maintain continuity of daily office operations and serve as the primary on-site management representative.

• Assist with the daily administration and operation of the Association.
• Support implementation of Board policies, projects, and operational initiatives.
• Prepare correspondence, reports, meeting materials, and resident communications.
• Maintain organized community records, files, and administrative documentation.
• Coordinate work orders, service requests, inspections, and vendor scheduling.
• Track action items and ensure timely follow-up.
• Help maintain efficient office operations.
• Identify opportunities to improve processes and resident service.

• Provide exceptional customer service to homeowners, residents, tenants, and guests.
• Respond professionally to resident inquiries.
• Assist homeowners with account questions and general Association information.
• Resolve routine concerns and escalate complex issues to the Community Manager.
• Build positive relationships with residents, Board members, committee members, and vendors.
• Represent the Association professionally during meetings and community activities.

• Assist homeowners with account-related inquiries.
• Support collections administration and payment coordination.
• Process and code vendor invoices for payment.
• Maintain financial records and supporting documentation.
• Assist with budget preparation and financial reporting.
• Coordinate vendor invoices and purchase requests.

• Conduct routine community inspections.
• Document covenant violations.
• Prepare courtesy notices and compliance correspondence.
• Monitor compliance deadlines and follow up with residents.
• Maintain accurate compliance records.
• Assist with hearing preparation and attend hearings as requested.

• Schedule vendors and service providers.
• Coordinate maintenance requests and follow-up activities.
• Assist with contract administration.
• Monitor vendor performance and communicate service concerns.
• Maintain vendor files and documentation.
• Support operational improvement and maintenance projects.

• Assist with planning and coordinating community events.
• Support Board committees with meeting logistics.
• Coordinate event vendors and scheduling.
• Prepare resident communications related to community activities.
• Help maintain the community calendar.
• Provide support for resident engagement initiatives as needed.

• Assist with lease registration processing.
• Maintain resident and tenant records.
• Support tenant onboarding activities.
• Verify occupancy and amenity information.
• Assist with leasing communications and compliance tracking.
• Support Board-approved leasing initiatives.

Requirements

• High school diploma or equivalent (Associate's or Bachelor's degree preferred).
• Two or more years of administrative, customer service, property management, or community association experience.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Exceptional customer service skills.
• Ability to prioritize multiple projects while maintaining attention to detail.
• Proficiency with Microsoft Office and property management software.
• Valid driver's license and reliable transportation.

• Community Association Manager (CAM) license or willingness to obtain one, if required by state law.
• Experience working with homeowner or condominium associations.
• Experience coordinating vendors and maintenance activities.
• Knowledge of covenant compliance and association governance.
• Experience supporting Board meetings and community events.

• Deliver exceptional customer service with professionalism and empathy.
• Stay organized while managing multiple priorities.
• Follow through on commitments and action items.
• Build positive relationships with residents, Board members, and vendors.
• Keep administrative processes running efficiently.
• Communicate clearly and proactively.
• Support community operations with accuracy and attention to detail.
• Anticipate needs and solve problems before they become larger issues.
• Contribute to a positive, welcoming community environment.