Administrative Specialist – Community Management

Landmarc Real Estate, Inc. | Fredericksburg, Virginia | In Office | Full-Time, Hourly (Non-Exempt)

Compensation

$20–$22 per hour

Benefits

• 401(k) with a dollar-for-dollar employer match on the first 5% of employee contributions
• 13 days of paid time off to start, increasing with tenure. Accrual begins on your first day, with up to 40 unused hours eligible to carry over annually.
• 10 paid holidays, increasing to 11 in 2027 with the addition of Veterans Day
• Health insurance, with Landmarc currently contributing 55% toward employee coverage. Family coverage is available at an additional cost. Coverage begins the first of the month after your first 60 days.
• Group dental and voluntary vision coverage
• Company-paid $50,000 life insurance policy, plus voluntary term life coverage
• Company-paid short-term disability and voluntary long-term disability
• Voluntary AFLAC coverage
• Flexible medical and dependent care reimbursement accounts

About Landmarc Real Estate, Inc.

Landmarc Real Estate, Inc. is a locally owned, second-generation family business headquartered in Fredericksburg, Virginia. Serving community associations since 1992, Landmarc provides HOA and condominium management, financial services, and Board support throughout Northern Virginia, Central Virginia, and surrounding areas. As an Accredited Association Management Company (AAMC), Landmarc is guided by its commitment to being Professional, Personal, Above and Beyond.

Landmarc's core values are Build Trust, Better Together, Be Responsive, Own It, and Keep Growing.

About the Role

The Administrative Specialist provides administrative and operational support to Portfolio Community Managers in the day-to-day management of community associations. You will help Community Managers stay organized, responsive, and focused on higher-level work by completing administrative tasks, coordinating communications and documentation, maintaining association records, and tracking routine follow-up items.

This is an entry point into Landmarc's Community Management Department. You will build a working knowledge of community association management, including Board operations, governing documents, vendor coordination, financial processes, and homeowner communications. You will work under the direction of Community Managers and will not be independently responsible for a portfolio.

Strong performance in this role can lead to increased community management responsibilities and future consideration for a Portfolio Assistant Community Manager position. Experience in community association management is not required. Landmarc welcomes candidates from outside the industry who are eager to learn and grow.

Reports to the President. No supervisory responsibilities.

What You'll Do

• Provide day-to-day administrative support to assigned Portfolio Community Managers and their communities
• Prepare, format, proofread, and distribute correspondence, notices, emails, letters, and other community communications at the direction of the Community Manager
• Help prepare and organize Board meeting materials, including agendas, packets, reports, notices, and supporting documents
• Maintain organized electronic association records so documents and correspondence are properly filed and accessible
• Track action items, deadlines, recurring responsibilities, and follow-up from Board meetings and daily operations
• Enter and maintain accurate homeowner, property, vendor, work order, action item, and community information in company systems
• Handle routine homeowner, Board member, and vendor communications, escalating anything that requires management judgment to the Community Manager
• Coordinate routine vendor communications, including requesting documentation, obtaining status updates, and scheduling access or service when directed
• Obtain and organize proposals, bids, contracts, and supporting documentation for Community Manager review
• Enter work orders, track status, obtain updates, and maintain related documentation
• Review documents, reports, invoices, and records for completeness and flag missing or inconsistent information
• Support financial and administrative processes through data entry, document preparation, and record maintenance
• Assist with resale certificate information, owner records, and other recurring administrative processes
• Prepare and distribute community mailings, electronic communications, forms, and notices
• Conduct research and compile information or reports requested by Community Managers
• Learn each assigned community's governing documents, policies, contracts, and operational needs
• Maintain confidentiality and discretion with homeowner, Board, financial, legal, and other sensitive information
• Collaborate with Community Managers, Operations, Accounting, and other departments to complete work accurately and on time
• Perform other related duties as assigned

What You Bring

• Exceptional written communication skills, including grammar, spelling, formatting, and proofreading
• Strong verbal communication and professional customer service skills
• A high degree of accuracy and attention to detail
• Strong organizational skills and the ability to manage multiple assignments, deadlines, and competing priorities
• Ability to follow established procedures while recognizing when an issue should be escalated
• Ability to complete a high volume of administrative work accurately and efficiently
• Ability to work independently on assigned tasks and as part of a team
• Sound judgment and discretion with confidential information
• Willingness to learn community association management practices, governing documents, terminology, and processes
• Intermediate computer skills, proficiency with Microsoft Office or similar software, and the ability to learn new systems
• Ability to stay effective in a fast-paced environment where priorities change throughout the day
• A professional appearance, attitude, and communication style

Education and Experience

• High school diploma or GED required
• Administrative, customer service, property management, real estate, hospitality, or related experience preferred
• Valid driver's license and reliable transportation
• Ability to successfully complete a background screening

Physical Requirements

• Sitting for 6–8 hours per day performing computer and phone tasks
• Standing and walking intermittently for 2–3 hours per day
• Occasionally lifting, carrying, pushing, or pulling up to 30 pounds
• Bending, stooping, kneeling, and reaching overhead to retrieve files and supplies
• Repetitive hand and wrist movements and fine motor skills for keyboarding, filing, data entry, and office equipment
• Navigating curb cuts, ramps, gravel lots, building entrances, and one- to two-step elevations at community offices as needed
• Reading computer screens and printed documents and concentrating on detailed tasks while managing interruptions
• Working primarily in a standard office environment, with occasional visits to managed communities

These duties may be performed with reasonable accommodation as applicable.

Why Join Landmarc?

This role is a real starting point for a career in community association management, with hands-on training, exposure to every part of the business, and a path toward assistant and portfolio management. If you are organized, detail-oriented, and ready to learn, we would welcome your application.