On-Site Assistant Community Association Manager

Job Title

Administrative Support Coordinator

Essential Duties & Responsibilities

The job duties listed are typical examples of the work performed in this classification. Not all duties assigned to every position are included, nor is it expected that every position will be assigned to each duty.

• Administrative Support: 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.
• ARC and Committee Coordination: 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: Assist in the preparation and organization of materials for Board meetings. Support the organization and compliance of Annual, Budget, Election, Board, and Special meetings. Assist in processing and recording ballots for annual meetings/elections. Assist with 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: Assist 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. Coordinate shared tasks across communities to balance workloads and maintain service standards. Assist management with onboarding, training, and quality assurance for new administrative hires.

Additional Responsibilities

Practice and adhere to Access Management's Service Standards. Conduct all business with the highest standards of professional, ethical, and personal conduct. Participate in meetings or workgroups as needed to ensure knowledge sharing and coordination. Follow all safety precautions and company policies, including Standard Operating Procedures. Perform any range of special projects, tasks, or other duties as assigned.

Experience & Qualifications

High school diploma or equivalent required; associate or bachelor's degree preferred. Minimum of 35 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.