Assistant Community Manager

Description

Job Overview:
As an Assistant Community Manager, you will support the Community Manager in the full scope of community operations, ensuring adherence to standard operating procedures (SOPs), financial accuracy, and exceptional customer service. This role requires strong attention to detail, organization, and the ability to manage administrative, financial, and operational responsibilities in a fast-paced environment.

Key Responsibilities:
Customer Service & Resident Relations

• Provide exceptional customer service to residents, Board members, vendors, and clients.
• Respond to inquiries, complaints, and service requests promptly and professionally, including investigation and follow-up (e.g., reviewing CCTV when applicable).
• Assist walk-in residents and direct complex matters to the Community Manager as needed.

Administrative Operations & Recordkeeping

• Maintain accurate and up-to-date records in Connect and Condo Control, including resident information, account history, documents, and correspondence.
• Ensure proper filing of all records, including financials, work orders, modification requests, and Board materials.
• Manage mailings, notices, and document distribution.
• Maintain binders and digital files in accordance with company procedures and SOP standards.

Financial & Accounting Support

• Assist with account inquiries, including reviewing balances, transaction history, and coordinating reports through Connect.
• Process charge and credit requests and cash receipts in accordance with accounting procedures.
• Track ancillary income, vendor payments, and deposits using spreadsheets and internal systems.
• Support invoice processing and approval through Avid, ensuring proper GL coding and documentation.
• Assist with delinquency tracking, owner communications, and collections processes.

Access Control & Resident Services

• Manage resident access systems, including issuing, updating, and deactivating fobs, and maintaining access records.
• Coordinate move-ins, move-outs, and deliveries, including scheduling, deposits, documentation, and COI compliance.
• Process new resident onboarding, including occupancy forms, welcome packets, and system updates.
• Maintain resident and access reports for internal and external stakeholders.

Vendor & Compliance Management

• Assist with vendor onboarding, ensuring compliance with insurance (COI) and company requirements (VIVE system).
• Maintain vendor records and track expiring COIs with follow-up.
• Support bid processes and vendor coordination.

Facilities & Operations Coordination

• Conduct regular property inspections and report findings.
• Manage work orders through Condo Control, ensuring proper authorization, documentation, and billing.
• Coordinate amenity reservations (e.g., elevators, Great Room, dining spaces), including scheduling, documentation, deposits, and communication with staff.
• Oversee daily operational communications such as reservation logs and staff notifications.

Meetings, Reporting & Board Support

• Assist in preparing Board meeting agendas, management reports, and Board packets.
• Attend Board meetings as required and document follow-up action items.
• Maintain annual calendars for meetings, elections, projects, and deadlines.

Recurring Operational Tasks (SOP Compliance)

• Perform daily, weekly, and monthly operational tasks including:
• • Weekly check register review and invoice filing
  • Vendor COI tracking and compliance updates
  • Monthly financial posting and reporting
  • Delinquency reporting and owner notifications
  • Calendar creation and community communications
  • Income tracking and reconciliations

Systems & Technology

• Utilize internal systems including Connect, Condo Control, Avid, Zendesk, and Keri access control.
• Maintain accurate data entry and reporting across all platforms.
• Support communication systems such as RingCentral and internal reporting tools.

Skills & Qualifications:

• College degree or equivalent work experience required
• Minimum of 2 years’ experience in property management, HOA/condo management, or customer service
• Strong organizational and time management skills with attention to detail
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Experience with property management systems (preferred)
• Knowledge of basic accounting and budgeting principles
• Excellent written and verbal communication skills
• Ability to manage multiple priorities, meet deadlines, and adapt to changing demands
• Ability to handle confidential information and maintain professionalism in sensitive situations

What We Offer:

As a full-time 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:

$31.25 - 38.46 per hour

Disclaimer Statement:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com.

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.