Assistant Community Manager

About the role

Under general supervision of the Community Association Manager, the Assistant Community Manager provides administrative and operational support to ensure the smooth management of the Association, in compliance with established company and Board policies and procedures. The role assists in maintaining the community, supporting the community's values, vision, and philosophies, and serves as a key support liaison between HOAMCO, the Community Association Manager, and the Association.

Responsibilities

• Draft Board meeting agendas and memos in collaboration with the Community Association Manager.
• Collect and compile supporting documents for Board meeting packets.
• Assist with drafting meeting notices, ensuring all meeting communications are distributed and posted in a timely manner.
• Schedule meetings for the Association and Community Association Manager as needed.
• Handle Board meeting logistics, including room and virtual meeting set-up, distribution of packets, and related preparations.
• Attend Board and committee meetings.
• Maintain and update all Association documents within internal systems and resident portal.
• Maintain and update all owner records as needed or when requested.
• Develop and maintain annual management calendar and common area elements maintenance calendar in collaboration with the Community Association Manager.
• Manage all vendors and service contracts related to Association facilities and common areas, including oversight for community-wide landscape projects, facilities & operational maintenance projects, and reserve projects.
• Assist the Community Association Manager with the development of Request for Proposals (RFP) for Association services.
• Manage vendor invoice reviews and approvals.
• Assist with annual budget development process, review of monthly financial package, annual CPA audit process, annual reserve study planning, and reserve project execution.
• Provide verbal and written reports to the Community Association Manager and Board of Directors as needed or required.
• Assist with resident, Board, and Committee communications via email, phone, and in-person to address questions and resolve issues.
• Perform other duties as assigned to support the overall success and well-being of the community.
• Attend all appropriate HOAMCO training classes, meetings, and seminars as requested.

Qualifications

• High School Diploma or Equivalent.
• Minimum 2-3 years of customer service, administrative, and/or community association industry experience.
• Access to reliable transportation and a valid driver’s license.
• Ability to occasionally work outside of regular business hours, including evenings and weekends.
• Ability to prioritize tasks in a fast-paced environment while handling interruptions.
• Effective leadership, organizational, and conflict resolution skills.
• Exceptional customer service skills with a focus on resident experience.
• Polished and professional verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Skills

• Consistently projecting a positive image of the company.
• Prioritizing tasks effectively in a fast-paced environment.
• Being a strong team player, ready to assist others as needed.
• Demonstrating highly effective interpersonal skills and collaborating well with colleagues.
• Providing exceptional customer service.
• Maintaining an enthusiastic, professional, and positive demeanor.
• Upholding integrity and credibility.

Benefits

• Comprehensive benefits package including medical, dental, and vision.
• Wellness program.
• Flexible Spending Accounts.
• Company-matching 401k contributions.
• Paid time off for vacation, holidays, medical, and volunteering.
• Paid parental leave.
• Training and educational assistance.
• Support programs, including Employee Assistance Program and Calm Health.
• Optional benefits including short- and long-term disability, life insurance, and pet insurance.

Most importantly, a caring team who is dedicated to your success!