We are seeking an experienced and highly organized Assistant Property Manager to join the property management team supporting a large, established homeowners association in Olathe, Kansas, located near the K-10 corridor.
The community currently consists of approximately 1,700 single-family homes across multiple neighborhoods, with approximately 800 additional residential lots still under development. The community includes 28 separate budgets and financial accounts, creating a dynamic and detail-oriented environment that requires strong organizational skills, financial acumen, and the ability to manage multiple priorities independently.
The Assistant Property Manager will work closely with the Property Manager, Board of Directors, homeowners, vendors, committees, and other stakeholders to support the daily operations of the community and ensure the association's financial and administrative responsibilities are handled accurately and efficiently.
Position Summary
The ideal candidate will be a highly organized, self-motivated professional who can work independently while also collaborating effectively with a larger management team. This position requires strong attention to detail, particularly when working with financial information, invoices, budgets, vendor accounts, and multiple association funds.
The Assistant Property Manager will also assist with homeowner modification requests and architectural review processes. Because the role involves reviewing property improvements and understanding construction-related documentation, experience in property management, homeowners associations, real estate, construction, or a related field is preferred.
Key ResponsibilitiesFinancial & Administrative Support
- Assist with the financial and administrative operations of the homeowners association.
- Review, code, and process invoices accurately across 28 separate budgets and financial accounts.
- Review invoices for appropriate coding, supporting documentation, and budget allocation.
- Assist with monitoring budgets and expenses to ensure expenditures are properly categorized and aligned with approved budgets.
- Review financial reports and identify discrepancies, unusual expenses, or items requiring additional attention.
- Assist with budget preparation, tracking, and ongoing financial reporting.
- Maintain organized records related to invoices, contracts, expenses, and other financial documentation.
- Work independently to complete financial and administrative assignments accurately and within established deadlines.
- Coordinate with vendors and contractors regarding invoices, billing questions, and account discrepancies.
- Assist the Property Manager with financial analysis and other special projects as needed.
Property Management & Community Operations
- Assist with the day-to-day management and administration of the homeowners association.
- Respond professionally and promptly to homeowner questions, concerns, and requests.
- Assist with communications to homeowners regarding community operations, projects, policies, and events.
- Coordinate with vendors, contractors, committees, and Board members as needed.
- Assist with tracking maintenance requests, community projects, and operational issues.
- Maintain accurate records and documentation related to community operations.
- Support the preparation of Board meeting materials, reports, and other management documents.
- Attend occasional evening Board and committee meetings as required.
Architectural Modification Requests
- Assist with the intake, review, and processing of homeowner modification requests.
- Review applications and supporting documentation for completeness and compliance with community requirements.
- Coordinate with homeowners, property management staff, and applicable committees throughout the review process.
- Maintain accurate records of modification requests and decisions.
- Communicate professionally with homeowners regarding application status, additional information needed, and decisions.
- Assist with understanding plans, site improvements, construction documents, and other materials associated with homeowner modification requests.
General Responsibilities
- Provide support to the Property Manager and management team on a variety of community-related projects and initiatives.
- Maintain confidentiality and professionalism when handling homeowner, financial, and association information.
- Demonstrate sound judgment and the ability to prioritize competing responsibilities.
- Perform other duties and special projects as assigned.
Qualifications & SkillsRequired
- Strong organizational and time-management skills.
- Excellent attention to detail and accuracy.
- Strong financial and analytical skills.
- Ability to review budgets, invoices, and financial reports.
- Ability to independently code and process invoices across multiple budgets and accounts.
- Strong written and verbal communication skills.
- Ability to prioritize tasks and manage multiple projects simultaneously.
- Proficiency with Microsoft Office, including Outlook, Word, and Excel.
- Ability to work independently with minimal supervision while maintaining strong communication with the management team.
- Professional, courteous, and customer-service-oriented approach when working with homeowners, vendors, and Board members.
Preferred
- Previous experience in HOA, Property Management or Construction / residential development experience.
- Experience reviewing architectural plans, construction documents, or property improvement requests.
- Experience with accounting, budgeting, invoice processing, or financial administration.
- Experience working with homeowners associations, Boards of Directors, committees, or community organizations.
Pay: $32.00 - $34.50 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
