Assistant Property Manager

Job Description

Job Description

Job Title: Assistant Property Manager – Homeowner Associations

Reports To: Property Manager / Community Association Manager

Position Summary:
The Assistant Property Manager supports the daily operations and administration of multiple homeowner associations (HOAs). This position assists the Property Manager in ensuring that each community is well-maintained, financially sound, and compliant with governing documents and applicable laws. The ideal candidate is organized, detail-oriented, and has excellent communication and customer service skills.

Key Responsibilities:

Administrative Support

• Assist the Property Manager with the day-to-day operations of assigned HOA communities.
• Prepare and distribute notices, newsletters, and meeting agendas/minutes.
• Maintain accurate records, association files, and databases.
• Respond to homeowner inquiries promptly and professionally via phone, email, or in person.
• Track and process architectural review applications (ARC requests).

Financial Management

• Assist with collection of assessments and tracking of delinquent accounts.
• Prepare and process invoices, ensuring timely payment to vendors.
• Support budget preparation and financial reporting.
• Coordinate with accounting staff on reconciliations and financial statements.

Maintenance & Vendor Coordination

• Assist with scheduling and overseeing vendors for maintenance, landscaping, and repairs.
• Conduct periodic property inspections and report issues to the Property Manager.
• Follow up on work orders to ensure timely completion.
• Maintain vendor insurance and contract documentation.

Meetings & Board Support

• Assist in preparing board meeting packets and attending board meetings as requested.
• Record and distribute meeting minutes.
• Follow up on board directives and action items.

Compliance & Community Relations

• Monitor properties for compliance with association rules and covenants.
• Issue violation notices and maintain compliance records.
• Foster positive relationships with homeowners, vendors, and board members.

Qualifications:

• Associate’s or Bachelor’s degree preferred, or equivalent experience.
• 1–3 years of experience in property management or HOA management support.
• Working knowledge of HOA operations, governing documents, and community management principles.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and property management software (e.g., AppFolio, TOPS, CINC).
• Customer service-oriented with a professional demeanor.

Work Environment:

• Primarily office-based with some travel to community sites and meetings.
• May require evening board meetings or occasional weekend events.

Compensation:

• Competitive salary based on experience.
• Benefits may include health insurance, paid time off, and professional development opportunities.