Assistant Community Association Floater

Position Summary

The Assistant Community Association Manager supports the day-to-day operations of assigned community associations. This role assists the Community Association Manager with homeowner communication, board support, vendor coordination, compliance tracking, administrative follow-up, meeting preparation, and general community operations.

This position helps ensure that associations receive responsive service, accurate communication, organized records, and consistent operational support. The Assistant Community Association Manager may provide onsite coverage and support during manager absences, community transitions, special projects, or periods of increased operational need.

Essential Job Functions

• Supports the Community Association Manager and Regional Director of Community Management in providing service to associations, boards, residents, vendors, and internal team members.
• Assists with daily community operations, homeowner inquiries, board requests, administrative follow-up, and general association support.
• Provides prompt, courteous, and professional service to residents, guests, vendors, board members, and fellow associates.
• Assists with preparation of board meeting, membership meeting, and committee meeting materials.
• Attends board meetings, membership meetings, committee meetings, inspections, vendor meetings, and financial review meetings as needed.
• Assists with the preparation and coordination of meeting agendas, management reports, board packets, minutes, notices, and action item follow-up.
• Tracks and maintains association records, compliance records, corporate records, financial documents, governing documents, contracts, insurance documents, and recorded membership documents.
• Assists with homeowner communications, community notices, email updates, website updates, newsletters, and other association correspondence.
• Helps coordinate vendor access, vendor proposals, work orders, service requests, contracts, and follow-up on maintenance items.
• Assists with RFP preparation, bid collection, bid summary packages, and board review materials.
• Supports annual budget preparation by gathering information, tracking requests, assisting with schedules, and coordinating with accounting and management.
• Assists with violation tracking, compliance inspections, architectural review coordination, owner correspondence, and follow-up with residents as directed.
• Helps monitor common areas and reports maintenance, landscaping, irrigation, janitorial, access control, amenity, or vendor-related concerns.
• Supports new account transitions, onsite administrative setup, document organization, and community process implementation as needed.
• Provides onsite operational support and coverage during the Community Association Manager’s absence due to vacation, illness, vacancy, transition, or business need.
• Exercises sound judgment in handling resident concerns, board requests, vendor communication, and operational matters.
• Escalates sensitive, legal, financial, personnel, or high-risk matters to the Community Association Manager, Regional Director, or Vice President of Community Management.
• Maintains an active Florida CAM license and participates in continuing education required for the role.
• Performs other duties as assigned.
• Local travel is required, with occasional overnight travel based on business needs.

Qualifications

• Minimum of two years of experience working in community association management, property management, hospitality, customer service, administration, or a closely related field.
• Experience in large-scale, amenities, or hospitality-driven communities preferred.
• Active and current Community Association Manager license in the State of Florida required.
• Ability to support multiple communities, managers, boards, and priorities.
• Strong customer service skills and ability to communicate professionally with residents, board members, vendors, and team members.
• Must have reliable transportation, as this position may require travel between communities, offices, and meeting locations.
• Must be able to successfully perform the essential job functions of the position.

Education / Certificates / Licenses / Training

• High school diploma required.
• Bachelor’s degree preferred.
• Active Florida CAM license required.
• Must meet all local and state requirements for the position.

Job Knowledge, Skills and Ability Requirements

• Strong verbal and written communication skills.
• Ability to communicate clearly in one-on-one, small group, board, and resident settings.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks, deadlines, and follow-up items.
• Ability to prioritize work and adjust to changing community needs.
• Strong problem-solving skills and sound professional judgment.
• Proficient in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to learn and use community management software, accounting platforms, work order systems, and homeowner communication platforms.
• Professional demeanor and ability to handle sensitive resident and board matters with discretion.
• Ability to work independently while keeping leadership informed.
• Must show initiative and a desire to grow professionally within community association management.

Physical Requirements

• Must be ambulatory and have the ability to walk, reach, maintain balance, sit, stoop, or kneel. Must be able to carry or lift at least 20 pounds and move objects weighing up to 50 pounds. Must have sufficient vision, hearing, and mobility to successfully perform the essential job functions.

This job description is not an exclusive or exhaustive list of all job functions that an associate in this position may be asked to perform from time to time.