Division Coordinator - HOA

Job Description

Job Description

Summary
The Division Coordinator supports and collaborates with the Licensed Community Association Manager in overseeing a multi-site portfolio, which may include homeowners’ associations, condominium associations, and/or commercial associations. In addition to providing administrative and operational support, the Division Coordinator assists in policy enforcement, vendor management, financial planning, and strategic project coordination. This position is designed to develop management skills through hands-on responsibility for delegated operational decisions, independent problem-solving, and direct board interaction, with the goal of progressing toward a full LCAM role.

Essential Functions

• Assist in overseeing the daily operations of assigned community associations, acting as the primary point of contact for designated communities as directed by the LCAM.
• Support the implementation of governing documents, operational plans, and board directives, making recommendations for improvements to enhance efficiency and compliance.
• Participate in the preparation of financial reports, annual budgets, and forecasts; review financial statements and recommend cost-control measures to the LCAM and boards.
• Conduct and/or assist with regular site inspections to monitor compliance, assess maintenance needs, and prepare written reports with recommendations for corrective actions.
• Coordinate vendor services, monitor performance, and recommend vendor changes or contract adjustments as needed.
• Assist in planning and executing capital improvement projects, including obtaining bids, preparing board presentations, and tracking project progress.
• Prepare meeting packets, attend board and membership meetings, and present updates or reports on assigned projects.
• Maintain frequent communication with residents, tenants, and guests, addressing inquiries and resolving concerns within established policies.
• Track and follow up on work orders, compliance notices, and architectural review requests, recommending enforcement actions where appropriate.
• Provide administrative support to association committees and assist with strategic planning initiatives.
• Ensure compliance with applicable Florida statutes, codes, ordinances, and industry best practices.
• Serve as a secondary contact for association emergencies when the LCAM is unavailable.

Education

• High school diploma or GED required, additional coursework in business, property management, or related field preferred.
• Must have an active Florida LCAM license.

Experience

• One to three (1–3) years of experience in property or community association management preferred.
• Basic knowledge of Florida Statutes, association governing documents, and industry best practices preferred.
• Proficiency in Microsoft Office and Windows-based applications.

Skills

• Strong organizational, time management, and project coordination skills.
• Ability to manage multiple priorities and meet deadlines.
• Effective interpersonal and communication skills with individuals at all professional levels.
• Ability to interpret and apply governing documents and legal requirements.
• Attention to detail with strong problem-solving and independent thinking abilities.
• Demonstrated commitment to professionalism and high standards of service.

Supervisory Responsibilities

• May provide direction to administrative, security, or maintenance staff as assigned by the LCAM.

Work Environment

• Combination of professional office and community fieldwork.

Physical Demands

• Sedentary office work, driving for extended periods, and walking moderate distances in various weather conditions during community site visits.

Rizzetta & Company is an Equal Opportunity Employer. Our Company does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.”

This job description is not intended to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.