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

• 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. 

Resident Relations

• 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. 

Financial & Administrative Support

• 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. 

Covenant Compliance

• 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. 

Vendor & Project Coordination

• 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. 

Community Engagement

• 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. 

Leasing Administration Support

• 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. 

Qualifications

Required

• 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. 

Preferred

• 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. 

Outstanding Assistant Community Managers:

• 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.