Assistant Community Association Manager (LCAM)

Esplanade Equity LLC•South Pasadena, FL

About The Position

The Assistant Community Association Manager provides operational, administrative, and client support to the Community Association Manager or Portfolio Manager and the Property Management team in the daily management of condominium and homeowners' associations. The role supports Board relations, homeowner communications, vendor coordination, community inspections, work orders, compliance activities, meeting preparation, financial administration, records management, and general community operations. The position serves as a point of contact for homeowners, Board Members, vendors, contractors, and internal departments, ensuring requests, directives, and operational matters are handled accurately, professionally, and within established deadlines. It uses CINC Association Management software, Microsoft Office applications, Microsoft Teams, and other company systems to maintain association records, coordinate communications, monitor work orders, and support community operations. The role requires an active Florida Licensed Community Association Manager (LCAM) license, a high school diploma or GED, at least two years of relevant experience, and a valid driver’s license with reliable transportation. The position may involve travel to managed communities and occasional evening meetings or events, along with extended periods of sitting, standing, walking, and computer work.

Requirements

High school diploma or GED required.
At least two years of experience in property management, community association operations, administrative support, customer service, or a related field required.
Active Florida Licensed Community Association Manager (LCAM) license required.
Valid driver’s license and reliable transportation required for travel to managed communities.
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.
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 managed communities, including common areas, amenities, parking areas, sidewalks, and other facilities.
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 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.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Property Management, Real Estate, or a related field.
Experience supporting condominium or homeowners’ associations and working with Boards of Directors.
Experience with CINC Association Management software.

Responsibilities

Assist the Community Association Manager with 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 promptly and professionally to inquiries through telephone, email, Microsoft Teams, and other approved channels.
Prepare and distribute homeowner correspondence, notices, newsletters, meeting announcements, violation notices, and other communications.
Maintain accurate electronic and physical association files, records, contracts, governing documents, correspondence, and other documentation.
Enter and maintain homeowner, vendor, property, and association information in CINC Association Management software.
Assist with homeowner requests, architectural review submissions, estoppel requests, applications, violations, and other association documentation.
Create, monitor, follow up on, and close work orders in coordination with homeowners, vendors, contractors, and management staff.
Coordinate vendor appointments, inspections, repairs, maintenance requests, meetings, and community events.
Assist with community inspections and document maintenance, landscaping, property, safety, and other operational concerns.
Prepare meeting agendas, notices, management reports, Board packets, supporting documents, and related materials as directed.
Attend Board and community meetings as assigned and assist with minutes, action items, follow-up communications, and documentation.
Track Board directives, homeowner requests, outstanding work orders, vendor assignments, and operational deadlines.
Coordinate vendor insurance certificates, contracts, proposals, licenses, W-9s, and other required documentation.
Obtain vendor proposals, organize bid information, and prepare materials for Board review.
Follow up with vendors regarding outstanding work, service issues, invoices, schedules, and completion of services.
Assist with invoice processing, coding, documentation, and routing for approval.
Support budget preparation and financial administration by gathering contracts, historical information, proposals, invoices, and other documentation.
Assist with monitoring association expenditures and identifying discrepancies or issues for review.
Assist with violation tracking and compliance activities according to governing documents, association policies, company procedures, and applicable Florida requirements.
Maintain documentation of homeowner communications, violations, architectural requests, work orders, vendor services, and Board decisions.
Provide responsive customer service and escalate complex concerns, Board issues, vendor problems, compliance matters, and significant issues to the Community Association Manager or Portfolio Manager.
Maintain confidentiality of homeowner, Board, financial, vendor, association, and company information.
Use Microsoft Teams as required by company policy for internal communication, collaboration, meetings, and work updates.
Collaborate with Accounting, Maintenance, Compliance, Client Services, Transitions, Information Technology, Lifestyle, and other internal departments.
Assist with community transitions, new association onboarding, special projects, and other assigned operational initiatives.
Support process improvement initiatives and perform other related duties assigned by management.