About the Role:

The Assistant Community Association Manager (ACAM) supports the Community Management team by managing email correspondence, coordinating work orders, and handling branch access requests and TownSq tickets. This role helps ensure that community-related inquiries are organized, properly documented, and routed to the appropriate team members for timely resolution.

The ideal candidate is highly organized, detail-oriented, and comfortable using technology to manage multiple administrative tasks. This position requires strong follow-through, effective communication, and the ability to learn new industry-specific software quickly. The ACAM plays an important role in supporting efficient community operations by keeping requests organized, monitoring outstanding items, and helping the team deliver reliable service to community members.

Key Responsibilities

• Manage and respond to email correspondence professionally, ensuring inquiries are reviewed, organized, and directed to the appropriate team members.
• Process, track, and follow up on work orders to help ensure maintenance-related requests are documented and addressed in a timely manner.
• Review and manage branch access requests, ensuring required information is collected and requests are handled according to established procedures.
• Monitor and manage TownSq tickets, maintaining accurate records and ensuring requests are routed or escalated appropriately.
• Maintain organized digital files, ticket records, and documentation related to community management activities.
• Track outstanding requests and follow up with relevant team members to help ensure tasks are completed within expected timelines.
• Learn and use TownSq and other industry-specific software to manage requests, update records, and support daily workflows.
• Coordinate with community management team members to clarify requests, resolve administrative issues, and maintain efficient operations.
• Prioritize incoming emails, work orders, access requests, and tickets based on urgency and established procedures.
• Expect to spend approximately 0–25% of the shift on the phone, with most responsibilities focused on email communication, ticket management, work orders, and administrative coordination.

Qualifications & Skills

Important Skills:

• Strong organizational skills and the ability to manage multiple requests, tickets, work orders, and follow-up tasks simultaneously.
• Excellent attention to detail when reviewing requests, updating records, and maintaining documentation.
• Strong written communication skills for handling emails and documenting requests clearly and professionally.
• Effective time management and prioritization skills to ensure outstanding items are tracked and addressed promptly.
• Basic computer proficiency and the ability to learn new software, digital platforms, and industry-specific systems quickly.
• Familiarity with ticketing systems, work order platforms, email tools, and digital recordkeeping is beneficial.
• Strong follow-up skills and the ability to monitor requests through completion or appropriate escalation.
• Ability to follow established procedures and recognize when requests require additional information or management involvement.
• Effective problem-solving skills to identify missing information, resolve routine administrative issues, and determine appropriate next steps.
• Ability to work independently while collaborating with the Community Management team to support daily operations.

Ideal Personality & Mindset:

• Highly organized: Maintains clear systems for emails, tickets, work orders, and access requests to ensure nothing is overlooked.
• Detail-oriented: Reviews information carefully and keeps records accurate, complete, and up to date.
• Proactive and dependable: Takes initiative, monitors pending tasks, and follows through without needing constant reminders.
• Tech-savvy and adaptable: Learns new software quickly and is comfortable navigating digital platforms and ticketing systems.
• Accountable: Takes ownership of assigned requests and ensures they are resolved, completed, or escalated appropriately.
• Service-minded: Understands the importance of timely, professional support for community members and internal teams.
• Efficient and methodical: Uses established processes to manage recurring tasks and maintain consistent workflows.
• Collaborative: Communicates effectively with team members and coordinates follow-up to keep requests moving forward.
• Solutions-focused: Identifies missing information, addresses routine issues, and seeks guidance when needed.
• Reliable: Maintains consistent performance, meets deadlines, and supports the team’s daily operational needs.

Tools & Technologies

• TownSq platform
• Email and calendar applications
• Work order management systems
• Ticketing and request tracking platforms
• Digital file storage and document management tools
• Office productivity applications and spreadsheets
• Industry-specific community management software

Skills requirements:

• Excellent English verbal and written communication
• Strategic thinker
• Writing and documentation skills
• Must be able to prioritize work
• Courteous and friendly
• Organized and has great attention to detail and quality assurance
• Ability to build trust
• Ability to work independently and manage multiple priorities
• Phone communication skills
• Other skills as required

Software requirement:

• Licensed OS

Hardware requirements:

• 5 MBPS or higher Internet (hardwired / not WIFI). If you don’t have 5 MBPS then you must agree to if selected.
• Private and quiet dedicated home office area
• Modern computer and operating system
• Back-ups in case of power or Telco interruptions
• Good headset and webcam (Preferably noise-canceling headset)

Work Schedule & Environment

• Working days: Monday–Friday
• Working hours: 8:00 AM–5:00 PM PST
• Department: Community Management
• Reporting to: Not specified
• Work arrangement: Remote
• The role requires strong organizational skills, accurate documentation, consistent follow-up, and the ability to manage multiple administrative workflows while supporting the Community Management team.

Compensation

• $5/hour.
• All raises and bonuses are at the discretion of the client.