Assistant Community Association Manager (LCAM)
Posted Updated
JOB DESCRIPTION
Assistant Community Association Manager
Department | Property Management | Reports To | Community Association Manager or Portfolio Manager |
Direct Reports? | No | ||
FLSA Status | TBD | Salary Range | TBD |
Document Date | October 15, 2026 | Job Title | Assistant Community Association Manager |
Position Overview
The Assistant Community Association Manager provides operational, administrative, and client support to the Community Association Manager/Portfolio Manager and Property Management team in the daily management of condominium and homeowners' associations. This position assists with Board relations, homeowner communications, vendor coordination, community inspections, work orders, compliance activities, meeting preparation, financial administration, records management, and general community operations.
The Assistant Community Association Manager serves as an important point of contact for homeowners, Board Members, vendors, contractors, and internal departments. The position is responsible for ensuring that assigned tasks, homeowner requests, Board directives, and operational matters are addressed accurately, professionally, and within established deadlines.
The Assistant Community Association Manager utilizes CINC Association Management software, Microsoft Office applications, Microsoft Teams, and other company systems to maintain accurate association records, coordinate communications, monitor work orders, support community operations, and provide exceptional service to Boards of Directors and homeowners.
Core Responsibilities
- Assist the Community Association Manager with the daily management and administration of assigned condominium and homeowners' associations.
- Serve as a professional point of contact for homeowners, Board Members, vendors, contractors, and internal departments.
- Respond to homeowner and Board inquiries by telephone, email, Microsoft Teams, and other approved communication channels in a timely and professional manner.
- Assist with the preparation and distribution of homeowner correspondence, notices, newsletters, meeting announcements, violation notices, and other community communications.
- Maintain accurate electronic and physical association files, records, contracts, governing documents, correspondence, and other community documentation.
- Enter, update, and maintain homeowner, vendor, property, and association information within CINC Association Management software.
- Assist with processing homeowner requests, architectural review submissions, estoppel requests, applications, violations, and other association-related documentation.
- Create, monitor, follow up on, and close work orders while coordinating with homeowners, vendors, contractors, and management staff.
- Coordinate vendor appointments, inspections, repairs, maintenance requests, Board meetings, homeowner meetings, and community events.
- Assist the Community Association Manager with community inspections and document maintenance, landscaping, property, safety, and other operational concerns.
- Prepare Board meeting agendas, meeting notices, management reports, Board packets, supporting documentation, and other materials as directed.
- Attend Board and community meetings as assigned and assist with meeting minutes, action items, follow-up communications, and documentation.
- Assist with tracking Board directives, homeowner requests, outstanding work orders, vendor assignments, and other operational deadlines.
- Coordinate vendor insurance certificates, contracts, proposals, licenses, W-9s, and other required documentation.
- Assist with obtaining vendor proposals, organizing bid information, and preparing materials for Board review and consideration.
- Follow up with vendors regarding outstanding work, service issues, invoices, schedules, and completion of requested services.
- Assist with invoice processing, coding, documentation, and routing for appropriate approval.
- Support budget preparation and financial administration by gathering vendor contracts, historical information, proposals, invoices, and other requested documentation.
- Assist the Community Association Manager with monitoring association expenditures and identifying discrepancies or issues requiring additional review.
- Assist with violation tracking and compliance activities in accordance with governing documents, association policies, company procedures, and applicable Florida requirements.
- Maintain accurate documentation related to homeowner communications, violations, architectural requests, work orders, vendor services, and Board decisions.
- Provide professional and responsive customer service to homeowners, Board Members, vendors, contractors, and business partners.
- Escalate complex homeowner concerns, Board issues, vendor problems, compliance matters, and other significant issues to the Community Association Manager or Portfolio Manager.
- Maintain confidentiality of homeowner, Board, financial, vendor, association, and company information.
- Utilize Microsoft Teams as required by company policy for internal communication, collaboration, meetings, and work-related updates.
- Collaborate with Accounting, Maintenance, Compliance, Client Services, Transitions, Information Technology, Lifestyle, and other internal departments as needed.
- Assist with community transitions, new association onboarding, special projects, and other operational initiatives assigned.
- Support process improvement initiatives designed to improve efficiency, homeowner satisfaction, Board relations, and overall community operations.
- Perform other related duties and responsibilities as assigned by management.
Qualifications
Education
- High school diploma or GED required.
- Associate’s or Bachelor’s degree in Business Administration, Property Management, Real Estate, or a related field preferred.
Experience
- Minimum of two (2) years of experience in property management, community association operations, administrative support, customer service, or a related field required.
- Experience supporting condominium or homeowners’ associations and working with Boards of Directors preferred.
Licenses / Certifications
- Active Florida Licensed Community Association Manager (LCAM) license required.
- Valid driver’s license and reliable transportation required for travel to managed communities.
Additional Qualifications
- Knowledge of HOA and condominium operations, governing documents, community rules, and association management practices required.
- Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint) and business communication platforms, including Microsoft Teams, required.
- Ability to coordinate vendors, work orders, inspections, Board meetings, correspondence, and association records required.
- Strong organizational, communication, customer service, problem-solving, and documentation skills required.
- Ability to handle confidential information, manage competing deadlines, and appropriately escalate issues required.
- Experience with CINC Association Management software preferred.
Key Skills
- Community Association Management
- HOA & Condominium Operations
- Administrative & Operational Support
- Board Relations
- Homeowner Relations
- Customer Service Excellence
- Vendor & Contractor Coordination
- Work Order Management
- Community Inspections
- Compliance & Violation Coordination
- Board Meeting Coordination
- Document & Records Management
- Financial & Invoice Administration
- Written & Verbal Communication
- Organization & Time Management
- Problem Solving
- Attention to Detail
- Microsoft Office Suite
- Microsoft Teams
- CINC Association Management Software
- Conflict Resolution
- Cross-Functional Collaboration
- Professionalism & Confidentiality
Work Requirements
- Ability to sit, stand, walk, and work on a computer for extended periods.
- Ability to communicate effectively by telephone, email, Microsoft Teams, and in person.
- Ability to occasionally visit and inspect manage communities, including common areas, amenities, parking areas, sidewalks, and other community facilities.
- Ability to attend occasional evening Board meetings, homeowner meetings, community events, or other association functions as required.
- Ability to travel to managed communities, vendor locations, or other company locations as needed.
- Ability to manage multiple priorities and respond appropriately to time-sensitive homeowner, Board, vendor, and operational matters.
- Ability to occasionally lift office materials, files, supplies, or equipment weighing up to 15 pounds.
- Regular and reliable attendance is an essential function of the position.