Assistant Community Manager

JOB DESCRIPTION

TITLE: Assistant Community Manager

DEPARTMENT: Property Management

REPORTS TO: Property Managers

JOB SUMMARY: The Assistant Community Manager supports the Community Manager in the day-to-day management of assigned homeowners’ associations and condominium communities. This position is responsible for handling routine administrative and homeowner matters, coordinating maintenance and vendors, maintaining accurate records, and providing support for Board meetings and community operations. The Assistant Community Manager is expected to independently manage routine matters within established procedures and appropriately escalate issues requiring management judgment, Board approval, or legal, financial, or risk consideration.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Serve as the primary contact for routine homeowner questions, requests, and account inquiries.
• Receive, document, and follow up on homeowner concerns, escalating difficult or unresolved matters to the Community Manager.
• Coordinate maintenance requests, work orders, vendor scheduling, access, and routine follow-up.
• Process and track routine community violations, notices, inspections, and compliance documentation.
• Assist with architectural requests, resale/closing requests, and other routine community transactions.
• Prepare meeting notices, packets, materials, and draft minutes; attend meetings and track assigned Board action items.
• Coordinate routine vendor communication and maintain vendor, contract, insurance, and community records.
• Process invoices and assist with financial reporting, delinquency tracking, budget preparation, and other administrative financial tasks.
• Maintain accurate homeowner, meeting, governing document, insurance, and other community records.
• Assist with insurance claims, property damage documentation, annual filings, and other administrative requirements.
• Support community projects by obtaining information, coordinating scheduling, tracking progress, and maintaining documentation.
• Assist with emergency response and coordination in accordance with company procedures.
• Communicate professionally with homeowners, Board members, vendors, contractors, and coworkers.
• Maintain timely follow-up and ensure assigned tasks and action items are completed.
• Special projects as requested by property managers
• Perform any other duties assigned to you from time to time
• Operate standard office equipment to include 10-key calculator, computer, printer, multi-line phone system, copier
• Maintain a professional office environment and promote a positive image for the company
• Use personal vehicle to perform company business when necessary
• Follow guidelines set out in the 1st American Management Co., Inc. employee handbook

EDUCATION AND/OR EXPERIENCE:

High School Education or Equivalent

SKILLS:

• Property management, association management, administrative, customer service, or related experience preferred.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong follow-through and problem-solving skills.
• Ability to work independently while functioning effectively as part of a team.
• Proficiency with Microsoft Office and computer-based management systems.