Assistant Community Association Manager

Job Description

Job Description

Description:

Join our Team! Leland Management is seeking a highly organized, professional, and service-oriented Assistant Community Association Manager for one of our communities in the Lakeland, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 17 consecutive years, including winning first place in our category for 2021! The position is full-time with a competitive salary and excellent benefits.

This position will work directly with the dedicated onsite CAM and provide day-to-day administrative and operational support for this large residential community. The Assistant CAM will serve as an important point of contact for homeowners, vendors, Board members, committees, and the Leland Management team while helping ensure that requests, correspondence, work orders, records, inspections, meetings, and projects are properly documented and followed through to completion.

The ideal candidate is organized, responsive, comfortable working in a fast-paced environment, and able to manage multiple priorities while providing excellent customer service.

ESSENTIAL RESPONSIBILITIES

• Provide daily administrative and operational support to the onsite CAM.
• Maintain a professional onsite office presence 40 hours a week (Monday – Sunday).
• Answer phones, emails, and homeowner inquiries and appropriately document and route requests.
• Assist homeowners with general Association questions, account inquiries, forms, architectural applications, amenity information, and Association procedures.
• Maintain and monitor homeowner requests and work orders from initiation through completion.
• Assist the CAM with preparation of Board packets, agendas, management reports, correspondence, notices, meeting materials, and presentations.
• Maintain calendars and track important deadlines, meetings, mailings, contracts, projects, inspections, and follow-up items.
• Assist with meeting preparation, room setup, Zoom coordination, sign-in sheets, materials, and post-meeting follow-up.
• Assist with community-wide communications, email blasts, website postings, newsletters, notices, and other resident communications.
• Maintain organized electronic and physical Association records in accordance with established procedures.
• Assist with records requests and document retrieval under the direction of the CAM.
• Maintain Board, committee, vendor, contract, insurance, project, and Association files.

VENDOR & PROJECT SUPPORT

The Assistant CAM will help coordinate the numerous vendors and projects associated with a large community. Responsibilities may include scheduling vendor access and meetings, requesting proposals, maintaining bid and contract files, tracking certificates of insurance and contract expiration dates, following up on outstanding proposals, creating and monitoring work orders, and documenting project progress.

The Assistant CAM should actively follow up on open items rather than simply forwarding information to the CAM.

FINANCIAL & ADMINISTRATIVE SUPPORT

Under the direction of the CAM, the Assistant CAM may help with administrative portions of financial operations, including invoice tracking, confirming invoices are properly submitted, monitoring approval status, maintaining budget and proposal documentation, and assisting with preparation of information needed by Leland Accounting.

The Assistant CAM does not independently authorize Association expenditures unless specifically authorized within established procedures.

HOMEOWNER & CUSTOMER SERVICE

Because this position will have significant interaction with Bridgewater residents, excellent customer service is essential.

The Assistant CAM is expected to communicate professionally and respectfully, respond in a timely manner, maintain confidentiality, and remain neutral when addressing complaints or disputes. Difficult or sensitive matters should be documented and promptly escalated to the CAM.

The goal should always be to help the resident while maintaining consistency with the Association's governing documents, Board policies, and management procedures.

SUPPORT TO THE CAM

A major purpose of this position is to allow the CAM to focus on Board relations, financial management, contracts, major projects, vendor accountability, strategic planning, and overall community operations while the Assistant CAM helps manage the substantial volume of daily administrative activity.

The Assistant CAM will serve as the CAM's right hand, helping maintain organization and ensuring items do not fall through the cracks.

This includes keeping an active list of outstanding items, following up with responsible parties, reminding the CAM of upcoming deadlines, identifying matters requiring attention, and confirming tasks are completed.

Qualifications

• Prior administrative, property management, HOA/condominium, real estate, or customer-service experience preferred.
• Community association management experience is a plus.
• Florida CAM license is a plus but not required for an administrative assistant position, provided duties remain within those permitted for unlicensed personnel.
• Strong written and verbal communication skills.
• Excellent organization, follow-up, and time-management skills.
• Ability to manage multiple deadlines and priorities simultaneously.
• Strong customer-service skills and professional demeanor.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and general office technology.
• Caliber or other community association management software experience is beneficial.
• Ability to learn governing documents, Association procedures, and Leland systems.
• Ability to maintain confidentiality and exercise appropriate discretion.
• Comfortable interacting with Board members, residents, vendors, contractors, and management leadership.
• Ability to work independently while taking direction from the CAM

Schedule: 40 hours a week - Monday through Sunday from 8:30am to 5:00pm

This is a full-time onsite position dedicated to  Bridgewater. Occasional attendance at evening meetings or community events may be required depending on Association needs.

PERFORMANCE EXPECTATIONS

Success in this position requires more than completing assigned administrative tasks. The Assistant should be proactive, organized, responsive, and accountable.

When something is assigned, the expectation is that it will be tracked through completion. If a vendor has not responded, follow up. If an approval is outstanding, follow up. If a homeowner was promised an answer, make sure an answer is provided. If a deadline is approaching, bring it to the CAM's attention before it becomes urgent.

The CAM and Assistant CAM should operate as a coordinated onsite management team, with the CAM responsible for overall management and Board relations and the Assistant CAM supporting the daily administrative, resident-service, inspection, documentation, and follow-through needs of the community.