On-Site Assistant Community Association Manager

Access Management•North Fort Myers, FL

9d•$24 - $25•Onsite

About The Position

This role provides on-site support for community association management, focusing on administrative tasks, communication, coordination, and homeowner support. The Assistant Community Association Manager will assist in various aspects of community operations, including administrative support, ARC and committee coordination, communication, meeting preparation, homeowner management, and financial support. Additionally, this role involves lead responsibilities, acting as a point of contact and mentor for administrative team members, and ensuring adherence to service standards and company policies.

Requirements

High school diploma or equivalent required.
Minimum of 3–5 years of administrative or office support experience, preferably within community management, real estate, or property management.
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).
Proficiency in 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.
Must demonstrate a high level of discretion, reliability, and professionalism.

Nice To Haves

Associate or bachelor’s degree preferred.
Prior experience in a lead, supervisory, or mentoring capacity strongly preferred.
Knowledge of HOA operations, governing documents, or committee coordination is a plus.

Responsibilities

Receive and respond to incoming phone calls and emails.
Draft and send professional correspondence to homeowners, board members, committee members, and vendors.
Maintain schedules, calendars, and community files (physical and digital).
Maintain a spreadsheet of ARC applications and their status, providing timely correspondence to committee members and homeowners.
Serve as the staff liaison for ARC and Landscape Committees, tracking submittals, processing payments, preparing agendas and minutes, and sending formal responses.
Post and maintain updated information on the community website, including syncing Connect and uploading agendas/minutes.
Send community-wide email blasts as directed.
Update contact information for HOA Board and Committee members.
Assist in the preparation and organization of materials for Board meetings.
Support the organization and compliance of various community meetings.
Assist in processing and recording ballots for annual meetings/elections.
Assist with newsletter creation, printing, and mailing.
Respond to homeowner and Board inquiries professionally and in a timely manner.
Work with Community Inspectors to manage the violation process.
Properly document and process all homeowner requests.
Assist in developing facility maintenance budgets.
Monitor expenditures to ensure alignment with budget.
Act as a point of contact and mentor for administrative team members.
Provide guidance on procedures, communications, and workflow best practices.
Coordinate shared tasks across communities to balance workloads and maintain service standards.
Assist management with onboarding, training, and quality assurance for new administrative hires.
Escalate workflow or compliance issues to the Community or Portfolio Manager.
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.
Follow all safety precautions and company policies.
Perform special projects, tasks, or other duties as assigned.