Assistant Property Manager LCAM

Essential Functions

• Maintain accurate Association records, correspondence, and resident information in accordance with company procedures and statutory record-keeping requirements.
• Aid in the preparation of monthly management reports, Board packets, meeting agendas, and supporting materials.
• Track and process payments, deposits, amenity access devices (decals, keys, fobs, cards), and other administrative functions.
• Afford compliance support by documenting covenant and rule violations identified during inspections or reported by the Property Manager/compliance staff.
• Prepare and send initial violation notices in accordance with the Association’s enforcement policy.
• Track compliance follow-ups and maintain records for possible hearings or fines.
• Aid in planning and preparing for Board and Annual Members' meetings, including agenda drafting, packet preparation, and logistics.
• Prepare and distribute meeting notices, mailings, proxies, and ballots; assist with sign-in and vote tallying per Florida Statute 720.306.
• Maintain a running calendar of community and Association activities, deadlines, and meeting schedules.
• Document and transcribe official minutes for all Board of Directors meetings within 7 business days of the Board Meeting.
• Accept and log architectural review applications in AppFolio; verify required documentation, track approvals, and communicate status to homeowners.
• 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.
• 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.
• 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.
• 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.
• Maintain an active, current list of association vendors on the Community Fact Sheet. Monitor vendor licenses and insurance certificates; request updated documentation before expiration.
• 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.
• Respond promptly to owner, resident, and vendor inquiries by phone, email, or in person. Assist with mailings, notices, and community announcements as directed.
• Support the Property Manager with vendor coordination and on-site inspections when needed. Conduct basic property and safety checks as directed. Provide back-up support for front desk or reception duties when required. 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).
• Aid in 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.