Portfolio Assistant HOA Community Manager

Job Description

Job Description

Portfolio Assistant HOA Community Manager

Landmarc Real Estate, Inc. | Fredericksburg, Virginia | In Office | Full-Time, Hourly (Non-Exempt)

$25 per hour, plus overtime for evening Board meetings

• 401(k) with a dollar-for-dollar employer match on the first 5% of employee contributions
• 13 days of paid time off to start, increasing with tenure. Accrual begins on your first day, with up to 40 unused hours eligible to carry over annually.
• 10 paid holidays, increasing to 11 in 2027 with the addition of Veterans Day
• Health insurance, with Landmarc currently contributing 55% toward employee coverage. Family coverage is available at an additional cost. Coverage begins the first of the month after your first 60 days.
• Group dental and voluntary vision coverage
• Company-paid $50,000 life insurance policy, plus voluntary term life coverage
• Company-paid short-term disability and voluntary long-term disability
• Voluntary AFLAC coverage
• Flexible medical and dependent care reimbursement accounts

Landmarc Real Estate, Inc. is a locally owned, second-generation family business headquartered in Fredericksburg, Virginia. Serving community associations since 1992, Landmarc provides HOA and condominium management, financial services, and Board support throughout Northern Virginia, Central Virginia, and surrounding areas. As an Accredited Association Management Company (AAMC), Landmarc is guided by its commitment to being Professional, Personal, Above and Beyond.

Landmarc's core values are Build Trust, Better Together, Be Responsive, Own It, and Keep Growing.

The Portfolio Assistant Community Manager helps oversee the day-to-day management of a portfolio of community associations, including homeowners associations, residential condominiums, and commercial property owners associations. Responsibilities are varied and can change from day to day.

This role directly supports Landmarc-managed communities while building relationships inside the company and with clients, vendors, residents, and other partners. It calls for excellent time management, follow-through on commitments, and timely problem-solving.

This is a hands-on development role. You will work alongside Portfolio Community Managers, build your knowledge of community management practices, governing documents, financial operations, and project coordination, and progress toward industry certifications and greater management responsibility. Landmarc welcomes candidates from outside the industry who bring a willingness to learn and the drive to do the work.

Reports to the President. No supervisory responsibilities.

Attendance at approximately six to eight evening meetings per month is required. Evening meetings commonly begin at 7:00 p.m. and average 2 to 2.5 hours.

• Assist in the day-to-day management of a portfolio of community associations by supporting Community Managers with administrative tasks, homeowner communications, and operational follow-through
• Support the execution of Board decisions by coordinating communications, tracking action items, and assisting with implementation under the guidance of the Community Manager
• Respond to homeowner, Board member, and vendor inquiries promptly and professionally, escalating complex issues to the Community Manager as appropriate
• Help prepare and distribute Board meeting packets, agendas, meeting notices, and supporting documentation in line with management agreements and community requirements
• Attend Board meetings as assigned to provide administrative support, take meeting notes, and follow up on action items
• Obtain proposals for projects, repairs, and service contracts, coordinating vendor communications and tracking project progress under the direction of the Community Manager
• Review invoices, documentation, and association records for accuracy and completeness before Community Manager review and approval
• Maintain familiarity with each association's governing documents, policies, and operational needs
• Conduct community inspections and property visits as assigned to identify maintenance concerns, vendor performance issues, and compliance matters
• Support financial and administrative processes, including budget preparation, resale certificate updates, work order tracking, and association recordkeeping
• Develop working knowledge of community management practices, governing documents, financial operations, and project coordination while progressing toward industry certifications
• Confidently make group presentations after careful preparation
• Use computers and mobile devices proficiently every day
• Perform other related duties as assigned

• Exceptional written communication (including grammar, spelling, and formatting) and verbal communication
• Commitment to a high degree of detail
• Ability to complete a high volume of work
• Ability to plan and re-prioritize continuously throughout the day
• Absolute commitment to customer satisfaction
• Intermediate to advanced computer skills and the ability to learn new software as needed
• Proficiency with Microsoft Office or similar software
• Ability to function well in a fast-paced and at times stressful environment
• A professional appearance and attitude at all times

• One to two years of industry experience or relevant experience
• Project management experience preferred
• Experience in hotel or resort management, home building, or development highly desired
• Associate or bachelor's degree preferred; high school diploma or GED required
• Valid driver's license, clean driving record, and reliable vehicle
• Ability to pass a background and credit check

• Sitting for 6–8 hours per day performing computer and phone tasks
• Standing and walking intermittently for 2–3 hours per day
• Occasionally lifting, carrying, pushing, or pulling up to 30 pounds (e.g., file boxes, office supplies)
• Bending, stooping, kneeling, and reaching overhead to retrieve files and supplies
• Repetitive hand and wrist movements and fine motor skills for keyboarding, filing, data entry, and mail processing
• Navigating curb cuts, ramps, gravel lots, building entrances, and one- to two-step elevations at community offices
• Reading computer screens, printed documents, labels, and mail, and concentrating on detailed tasks while managing interruptions
• Working in a standard office environment and occasionally outdoors for site visits in varying weather
• Facilitating Board meeting content through spoken communication or other effective methods
• Being physically present at Board meeting locations, which may occur outside standard working hours

These duties may be performed with reasonable accommodation as applicable.

This role is built as an apprenticeship into community management. You will learn directly from experienced Portfolio Community Managers, gain exposure to every part of the business, and grow toward managing your own portfolio. If you are ready to learn, take ownership, and deliver professional, personal service, we would welcome your application.