Assistant Community Manager

Description

Job Overview:
As an Assistant General Manager, you will support the General Manager in overseeing the operations of a residential Community Association. This role requires a proactive, detail-oriented professional who excels in property inspections, vendor coordination, and resident engagement.
Your Responsibilities:

Property Oversight and Compliance:

• Conduct scheduled and impromptu property inspections to ensure maintenance standards and architectural compliance
• Monitor community appearance and proactively address areas of concern
• Issue and track violation letters; follow up to resolution
• Investigate potential violations reported by homeowners or Board/Committee members
• Perform mandated resale inspections in accordance with Virginia statutes
• Enforce compliance with the Association’s governing documents by actively monitoring adherence to bylaws, policies, and procedures through inspections, reporting, and follow-up actions
• Administrative and Operational Support:
• Create meetings via Zoom and update calendars in Connect, Google, and the Association website
• Assist walk-in homeowners and refer to the General Manager when appropriate
• Help establish and maintain an annual calendar of Association activities, deadlines, and meetings
• Meet weekly with the General Manager to review and close open action items
• Procure supplies and materials necessary to support Association-sponsored events and activities
• Vendor and Contract Management:
• Coordinate services with vendors (e.g., landscaping, janitorial, pool facilities)
• Track contract expiration dates and certificate of insurance renewal
• Submit and review RFPs for vendor bids and contracted services
• Oversee projects from initiation to completion and report progress to the Board
• Build and maintain vendor relationships to ensure mutual accountability
• Committee/Board Liaison:
• Serve as primary contact for the Architectural Review Board (ARB)
• Review architectural applications for completeness and compliance
• Prepare and present monthly ARB packages, including executive session violation reports
• Attend monthly ARB and Board meetings
• Assist with Board package preparation, including agendas, management reports, and inspection updates

Communication:

• Provide exceptional customer service to residents, vendors, and Board members
• Respond to inquiries and resolve issues promptly and professionally
• Communicate effectively in person, by phone, and via email
• Assist with drafting and distributing a weekly email to residents with updates, reminders, and announcements
• Prepare and print promotional materials such as flyers and signage for Association events
• Coordinate the distribution of event announcements through approved communication channels
• Collaborate with the General Manager to ensure consistent messaging across platforms
• Maintain professionalism and clarity in all written and verbal communications

Records Management:

• Maintain records in Connect, including work orders, resident data, parking tags, and Association documents
• Keep organized binders for agendas, modification requests, work orders, and financials
• Ensure all files and correspondence follow company procedures and best practices
• Handle mailings and assist with general financial recordkeeping
• Record and maintain meeting minutes; ensure minutes are signed by the appropriate party and properly posted/filed
• Assist with bid documentation and tracking
• Support compliance with document retention policies and audit readiness

Skills & Qualifications:

• College degree or equivalent work experience required
• Minimum of 2 years experience in customer service or property management
• Strong organizational and project management skills
• Excellent written and verbal communication
• Proficiency in Microsoft Office, Google Business Suite, Constant Contact and PDF editing software is preferred
• Familiarity with basic accounting and budgeting procedures
• Ability to multitask, adapt to change, and maintain professionalism under pressure
• Strong interpersonal skills and ability to work effectively with diverse individuals
• Able to read and follow the Association’s governing documents, like the bylaws, articles of incorporation, and policies
• Able to manage frequent interruptions and quickly refocus to maintain productivity and meet deadlines
• Regular attendance and punctuality are essential functions for the role
• Physical Requirements & Work Environment
• The physical demands and work environment described are representative of those necessary to perform the essential functions of this role. Reasonable accommodations may be provided to individuals with disabilities. The position is based in a standard office setting. Extended hours—including evenings, holidays, and some weekends—may be required. Schedule is subject to change based on business needs.
• This role involves working outdoors in all types of weather, including periods of extreme heat, cold, rain, and snow.
• Ability to lift and move up to 25 lbs and climb stairs
• Extended periods of sitting, standing, walking (including uneven terrain)sit and stand for extended periods of time.
• Frequent communication via phone and in person

What We Offer:
As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, and others. In addition, you will be eligible for time off benefits, paid holidays and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation:
$30.00 - $33.00per hour

Disclaimer Statement:
This job description outlines the general nature and level of work expected for this role. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify schedules, duties, and responsibilities at any time.