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.
Key Responsibilities
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Assist with the daily administration and operation of the Association.
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Support implementation of Board policies, projects, and operational initiatives.
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Prepare correspondence, reports, meeting materials, and resident communications.
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Maintain organized community records, files, and administrative documentation.
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Coordinate work orders, service requests, inspections, and vendor scheduling.
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Track action items and ensure timely follow-up.
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Help maintain efficient office operations.
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Identify opportunities to improve processes and resident service.
Resident Relations
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Provide exceptional customer service to homeowners, residents, tenants, and guests.
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Respond professionally to resident inquiries.
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Assist homeowners with account questions and general Association information.
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Resolve routine concerns and escalate complex issues to the Community Manager.
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Build positive relationships with residents, Board members, committee members, and vendors.
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Represent the Association professionally during meetings and community activities.
Financial & Administrative Support
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Assist homeowners with account-related inquiries.
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Support collections administration and payment coordination.
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Process and code vendor invoices for payment.
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Maintain financial records and supporting documentation.
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Assist with budget preparation and financial reporting.
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Coordinate vendor invoices and purchase requests.
Covenant Compliance
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Conduct routine community inspections.
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Document covenant violations.
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Prepare courtesy notices and compliance correspondence.
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Monitor compliance deadlines and follow up with residents.
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Maintain accurate compliance records.
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Assist with hearing preparation and attend hearings as requested.
Vendor & Project Coordination
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Schedule vendors and service providers.
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Coordinate maintenance requests and follow-up activities.
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Assist with contract administration.
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Monitor vendor performance and communicate service concerns.
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Maintain vendor files and documentation.
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Support operational improvement and maintenance projects.
Community Engagement
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Assist with planning and coordinating community events.
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Support Board committees with meeting logistics.
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Coordinate event vendors and scheduling.
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Prepare resident communications related to community activities.
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Help maintain the community calendar.
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Provide support for resident engagement initiatives as needed.
Leasing Administration Support
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Assist with lease registration processing.
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Maintain resident and tenant records.
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Support tenant onboarding activities.
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Verify occupancy and amenity information.
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Assist with leasing communications and compliance tracking.
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Support Board-approved leasing initiatives.
Requirements:
Qualifications
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High school diploma or equivalent (Associate's or Bachelor's degree preferred).
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Two or more years of administrative, customer service, property management, or community association experience.
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Excellent organizational and time management skills.
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Strong written and verbal communication abilities.
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Exceptional customer service skills.
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Ability to prioritize multiple projects while maintaining attention to detail.
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Proficiency with Microsoft Office and property management software.
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Valid driver's license and reliable transportation.
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Community Association Manager (CAM) license or willingness to obtain one, if required by state law.
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Experience working with homeowner or condominium associations.
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Experience coordinating vendors and maintenance activities.
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Knowledge of covenant compliance and association governance.
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Experience supporting Board meetings and community events.
Outstanding Assistant Community Managers:
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Deliver exceptional customer service with professionalism and empathy.
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Stay organized while managing multiple priorities.
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Follow through on commitments and action items.
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Build positive relationships with residents, Board members, and vendors.
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Keep administrative processes running efficiently.
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Communicate clearly and proactively.
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Support community operations with accuracy and attention to detail.
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Anticipate needs and solve problems before they become larger issues.
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Contribute to a positive, welcoming community environment.
