Assistant Property Manager
Job Description
Job DescriptionPosition Summary
The Assistant HOA Property Manager is responsible for supporting the Property Managers in the daily administrative operations of homeowner associations managed by LPI Property Management. This position serves as a primary point of contact for homeowners, vendors, and board members, assisting with communication, compliance matters, meetings, records management, and other administrative functions necessary to ensure the smooth operation of assigned communities.
Essential Duties and ResponsibilitiesAdministrative Support
- Assist Property Managers with the overall administration of assigned homeowner associations.
- Respond to homeowner inquiries via phone and email, ensuring all communications are returned within 24 hours whenever possible.
- Maintain association records and files in accordance with company procedures.
- Upload and maintain documents, notices, meeting materials, and records within association web portals.
- Assist with printing, assembling, and mailing association correspondence and notices as needed.
- Prepare copies of board meeting packets and supporting documentation.
- Draft and distribute meeting minutes for board meetings and annual meetings.
- Provide status updates to homeowners regarding Architectural Control Committee (ACC) applications and requests.
Compliance and Community Support
- Assist with deed restriction enforcement by providing updated photographs and documentation to association attorneys as directed.
- Speak with homeowners regarding open enforcment items.
- Maintain accurate records of compliance matters and homeowner communications.
Vendor and Project Coordination
- Obtain vendor proposals and bids for projects after the Property Manager prepares the Request for Proposal (RFP).
- Follow up with vendors regarding proposal submissions, insurance certificates, and required documentation.
- Assist with tracking vendor information and project-related records.
Meeting and Event Support
- Assist with the preparation and coordination of annual meetings and board meetings.
- Prepare meeting materials, sign-in sheets, ballots, and related documents.
- Support Property Managers during annual meetings and other community events as needed.
Qualifications and Skills
- Professional demeanor and appearance with strong interpersonal skills.
- Excellent verbal and written communication abilities.
- Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
- Ability to work independently while maintaining attention to detail and accuracy.
- Demonstrated problem-solving and critical-thinking abilities.
- Ability to work effectively under deadlines and consistently meet established timelines.
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
- Ability to learn and effectively utilize property management and association management software.
Customer Service Expectations
- Consistently model exceptional customer service both within and outside the organization.
- Communicate professionally and courteously with homeowners, board members, vendors, attorneys, and fellow employees.
- Demonstrate responsiveness, professionalism, and a solutions-oriented approach when addressing inquiries and concerns.
- Maintain positive working relationships with all stakeholders while representing the company in a professional manner.
Mon-Thu 9-5pm; Fridays 9-4pm. Office closed for lunch from 12-1pm daily. Occassional after hours for scheduled meetings.