Assistant Community Manager

Assistant Community Manager - HOAMCO

At HOAMCO, our team members are passionate about their work, bringing enthusiasm and dedication to every task. They excel independently and understand the importance of teamwork. We are committed to building people and communities by fostering open, honest relationships through transparent communication. Our dedication to exceptional customer service ensures we positively impact everyone we interact with.

Function & Role

Under general supervision of the Community Association Manager, the Assistant Community Manager is responsible for providing administrative and operational support to ensure the smooth management of the Association, in compliance with established company and Board policies and procedures. The Assistant Community Manager assists in maintaining the community, supporting the community's values, vision, and philosophies. The Assistant Community Manager is expected to exhibit a supportive style that contributes to meeting residents' needs with a high level of satisfaction.

The Assistant Community Manager also serves as a key support liaison between HOAMCO, the Community Association Manager, and the Association, facilitating effective communication, documentation, and coordination.

Duties

• Draft Board meeting agendas and memos in collaboration with the Community Association Manager.
• Collect and compile supporting documents for Board meeting packets.
• Assist with drafting meeting notices, ensuring all meeting communications are distributed and posted in a timely manner.
• Schedule meetings for the Association and Community Association Manager as needed.
• Handle Board meeting logistics, including room and virtual meeting set-up, distribution of packets, and related preparations.
• Board and committee meeting attendance.
• Maintain and update, as needed, all Association documents within internal systems and resident portal.
• Maintain and update all owner records, as needed or when requested.
• Develop and maintain annual management calendar and common area elements maintenance calendar in collaboration with the Community Association Manager, ensuring all tasks are completed in accordance with governing documents, state statutes, and general best practices.
• Management of all vendors and service contracts related to all Association facilities and common areas, including oversight for all community-wide landscape projects, facilities & operational maintenance projects, and reserve projects.
• Assist the Community Association Manager with the development of Request for Proposals (RFP) for Association services.
• Manage vendor invoice reviews and approvals.
• Assist Community Association Manager with annual budget development process, review of monthly financial package, annual CPA audit process, annual reserve study planning and reserve project execution, including research, document and report preparation.
• Provide verbal and written reports to the Community Association Manager and Board of Directors as needed or required.
• Assist with resident, Board, and Committee communications via email, phone and in-person, to effectively address questions and resolve issues.

Other Duties

• Perform other duties as assigned to support the overall success and well-being of the community.
• Attend all appropriate HOAMCO training classes, meetings, and seminars as requested.

HOAMCO Employees Excel At

• Consistently projecting a positive image of the company.
• Prioritizing tasks effectively in a fast-paced environment, handling interruptions seamlessly.
• Being strong team players, ready to assist others as needed.
• Demonstrating highly effective interpersonal skills and collaborating well with colleagues.
• Providing exceptional customer service.
• Maintaining an enthusiastic, professional, and positive demeanor.
• Upholding integrity and credibility.

Qualifications

• High School Diploma or Equivalent
• Minimum 2-3 years of customer service, administrative, and/or community association industry experience required.
• Access to reliable transportation and possess a valid driver's license.
• Ability to occasionally work outside of regular business hours, including evenings and weekends.
• Ability to prioritize tasks in a fast-paced environment, while handling various interruptions.
• Effective leadership, organizational, and conflict resolution skills.
• Exceptional customer service skills, with a keen focus on resident experience.
• Polished and professional verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

What We Offer:

• Comprehensive benefits package including medical, dental, and vision
• Wellness program
• Flexible Spending Accounts
• Company-matching 401k contributions
• Paid time off for vacation, holidays, medical, and volunteering
• Paid parental leave
• Training and educational assistance
• Support programs, including Employee Assistance Program and Calm Health
• Optional benefits including short- and long-term disability, life insurance, and pet insurance
• Most importantly, a caring team who is dedicated to your success!