About the Role:

The Assistant Community Manager provides essential administrative and operational support to Community Managers in overseeing homeowner associations and community portfolios. This role ensures accurate documentation, timely communication, and smooth coordination of association operations including meetings, compliance processes, and homeowner services.

This position plays a key role in maintaining organized records, supporting board meeting preparation, and assisting with day-to-day community management tasks. The ideal candidate is highly detail-oriented, responsive, and able to manage multiple priorities in a structured, deadline-driven environment.

Key Responsibilities

• Maintain, update, and file association documents for Community Managers, ensuring accuracy and compliance
• Coordinate delivery and pickup of documents from storage as needed
• Prepare agendas, management reports, and compile board meeting packets with supporting documents
• Assist in preparing and distributing annual disclosure packages, meeting notices, and financial statement packages within statutory deadlines
• Update homeowner and association data in C3 systems and shared files
• Process incoming and outgoing office and association mail, including sorting and distribution
• Support print, scanning, and faxing tasks as part of general office operations
• Assist with ARB (Architectural Review Board) application processing and community inspections as required
• Help issue key fobs, pool passes, and access keys for residents
• Support Community Manager with collections tracking, delinquency monitoring, and administrative follow-ups
• Assist with preparations of newsletters, flyers, and homeowner communications regarding meetings, projects, and events
• Support preparation of RFPs, repair quotes, insurance notifications, and property fact sheets
• Assist with processing CC&R violation letters and communicating hearing outcomes within required timeframes
• Provide homeowner support for corporate programs, portals, and enrollment assistance
• Expected phone involvement: 0–25% of shift

Qualifications & Skills

Important Skills:

• Strong administrative and document management abilities
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Experience with data entry and recordkeeping systems (Citrix/C3 or similar)
• Ability to manage deadlines and regulatory compliance requirements
• Strong written communication and formatting skills
• Organizational skills with high attention to detail
• Ability to support multiple stakeholders and prioritize tasks effectively
• Basic understanding of office operations and mail handling processes
• Customer service orientation for homeowner support interactions

Ideal Personality & Mindset:

• Highly responsive and reliable in communication and task completion
• Detail-oriented with strong follow-through on assigned responsibilities
• Proactive and able to anticipate administrative needs
• Dependable and consistent in meeting deadlines and expectations
• Professional and service-minded when working with homeowners and managers
• Organized and structured in managing multiple workflows
• Committed to long-term stability and role consistency

Tools & Technologies

• Citrix
• C3 system
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook

Hardware requirements:

1. 5 MBPS or higher Internet (hardwired / not WIFI). If you don’t have 5 MBPS then you must agree to if selected.
2. Private and quiet dedicated home office area
3. Modern computer and operating system
4. Back-ups in case of power or Telco interruptions
5. Good headset and webcam (Preferably noise-canceling headset)

Work Schedule & Environment

• Monday through Friday, 8:00 AM – 4:30 PM Pacific time

Compensation

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