JOB TITLE Assistant Property Manager
REPORTS TO Property Manager
SUMMARY Provide administrative and operational support to the Property Manager in managing the homeowner association. Responsible for processing invoices, maintaining records, assisting with compliance, and providing customer service to owners, residents, and vendors.
ESSENTIAL FUNCTIONS
1. Administrative & Financial Support
a. Maintain accurate Association records, correspondence, and resident information in accordance with company procedures and statutory record-keeping requirements.
b. Assist with preparation of monthly management reports, Board packets, meeting agendas, and supporting materials.
c. Track and process payments, deposits, amenity access devices (decals, keys, fobs, cards), and other administrative functions.
2. Compliance Support
a. Assist with documenting covenant and rule violations identified during inspections or reported by the Property Manager/compliance staff.
b. Before the issuance of an initial violation letter, the Assistant Property Manager will be responsible for contacting the owner by phone to discuss the reported or observed violation, explain the compliance concern, and provide the owner with an opportunity to address the matter voluntarily when appropriate.
c. The Assistant Property Manager will also be responsible for contacting the owner by phone prior to any non-compliance matter being referred to the Association’s attorney. This call should review the outstanding violation, confirm whether corrective action has been completed or scheduled, and provide a final opportunity for the owner to resolve the matter before legal referral.
d. All violation-related calls, attempted calls, voicemails, owner responses, and follow-up notes must be documented in the Association’s records/AppFolio to support the compliance file and any future enforcement action.
e. Prepare and send initial violation notices in accordance with the
Association’s enforcement policy.
f. Track compliance follow-ups and maintain records for possible hearings or fines.
3. Board, Meetings & Elections
a. Assist with planning and preparing for Board and Annual Members’ meetings,
including agenda drafting, packet preparation, and logistics.
b. Prepare and distribute meeting notices, mailings, proxies, and ballots; assist with sign-in and vote tallying per Florida Statute 720.306.
c. Maintain a running calendar of community and Association activities, deadlines, and meeting schedules.
d. Document and transcribe official minutes for all Board of Directors meetings within 7 business days of the Board Meeting.
4. Architectural Review
a. Accept and log architectural review applications in AppFolio; verify required documentation, track approvals, and communicate status to homeowners.
b. Serve as the primary point of contact between homeowners and the ARC committee; proactively request missing details, clarifications, or additional
documentation from owners on behalf of the committee to keep the approval process moving.
c. Promptly communicate official approvals or conditions back to homeowners in writing, log final decisions in AppFolio, and maintain organized digital records of all committee proceedings.
5. Committee Liaison & Support
a. Serve as the primary administrative point of contact for the Landscaping Committee; receive their field notes, walkthrough reports, and requests, and organize them into clear, actionable items for the Property Manager's review.
b. Facilitate seamless communication by filtering and summarizing committee feedback, ensuring the Property Manager is fully briefed on landscaping requests or community concerns before they are escalated to vendors.
6. Vendor & Insurance Tracking
a. Maintain an active, current list of association vendors on the Community Fact Sheet.
b. Monitor vendor licenses and insurance certificates; request updated documentation before expiration.
c. Enforce and manage mandatory on-site sign-in and sign-out protocols for all contractors, vendors, and maintenance personnel before they behind work on property.
7. Communication & Owner Service
a. Respond promptly to owner, resident, and vendor inquiries by phone, email, or in person.
b. Assist with mailings, notices, and community announcements as directed.
c. Help maintain and update the Association’s website with approved
communications, forms, and notices.
8. Operational Assistance
a. Support the Property Manager with vendor coordination and on-site inspections when needed.
b. Conduct basic property and safety checks as directed.
c. Provide back-up support for front desk or reception duties when required.
d. Assist with after-hours emergencies if the Property Manager is unavailable.
OTHER DUTIES
- Establishes and maintains excellent working relationships with the association board and residents on a day-to-day basis.
- Provide administrative and scheduling support for the Property Manager and Regional Director.
- Prepare routine correspondence, memos, and notices for review and approval.
- Organize digital and hard-copy Association files to support official record requirements.
- Track and update internal checklists (e.g., annual planning calendar, compliance actions, vendor insurance renewals).
- Assist with supply ordering and basic office coordination for the on-site team.
- Help coordinate training or reference materials for new on-site staff when assigned.
- Attend meetings when requested to take notes and follow up on administrative tasks.
- Complete other administrative or operational support duties as directed by the Property Manager.
OTHER The above statements describe the general nature and level of work performed by individuals in this role. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management retains discretion to modify essential functions and other duties as business needs change. Seacrest Southwest is an equal-opportunity employer and a drug-free workplace.
ADA The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.
DISCLAIMER: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason.
