On-Site Assistant Community Association Manager

Essential Duties & Responsibilities

• Receive and respond to incoming phone calls and emails as directed or appropriate.
• Draft and send professional correspondence for a variety of matters to homeowners, board members, committee members, and vendors (via letters, emails, etc.).
• Maintain schedules, calendars, and community files (both physical and digital via Vantaca).
• Fill in as needed.
• ARC and Committee Coordination where applicable
• Maintain a spreadsheet of all ARC applications and their status.
• Provide timely (within 24 hours) correspondence to ARC committee members and homeowners.
• Maintain weekly communication with managers regarding ARC status.
• Serve as the direct staff liaison for the ARC and Landscape Committees.
• Track ARC submittals, process payments, prepare meeting agendas and minutes, and send formal responses to homeowners.

Communication & Community Updates

• Post and maintain updated information on the community website (includes daily syncing of Connect and uploading agendas/minutes).
• Send community-wide email blasts as directed by the Manager or Board.
• Update contact information for HOA Board and Committee members.

Meeting & Event Preparation

• Aid in the preparation and organization of materials for Board meetings.
• Support the organization and compliance of Annual, Budget, Election, Board, and Special meetings.
• Aid in processing and recording ballots for annual meetings/elections.
• Aid in newsletter creation, printing, and mailing (Quarterly).

Homeowner and Violation Management

• Respond to homeowner and Board inquiries (verbal and written) professionally and in a timely manner.
• Work with Community Inspectors as required to manage the violation process.
• Properly document and process all homeowner requests.

Financial & Budgeting Support

• Aid Community or General Manager in developing facility maintenance budgets.
• Monitor expenditures to ensure alignment with budget.

Lead Responsibilities

• Act as a point of contact and mentor for administrative team members within the region or department.
• Provide guidance on procedures, communications, and workflow best practices to ensure consistency and efficiency.
• Cookordinate shared tasks across communities to balance workloads and maintain service standards.
• Aid in onboarding, training, and quality assurance for new administrative hires.
• Escalate any workflow or compliance issues to the Community or Portfolio Manager as needed.

Experience & Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Minimum of 3–5 years of administrative or office support experience, preferably within community management, real estate, or property management.
• Prior experience in a lead, supervisory, or mentoring capacity strongly preferred.
• Strong written and verbal communication skills, with the ability to interact professionally with homeowners, vendors, and Board Members.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and property management systems such as Vantaca, or ability to learn quickly.
• Strong organizational skills and the ability to manage multiple priorities and deadlines.
• Experience preparing agendas, drafting minutes, and coordinating meetings or events.
• Knowledge of HOA operations, governing documents, or committee coordination is a plus.
• Must demonstrate a high level of discretion, reliability, and professionalism.