Assistant Community Manager

Jobtailor; Arizona; On-site; USD 42,000 - 64,000; Full time

Job summary

Jobtailor in Arizona is seeking an experienced administrative coordinator to support a Community Association management team. The role emphasizes office organization, board packet preparation, and liaison work among HOA staff, vendors, and residents.

You will help schedule meetings, draft notices, manage documents, and assist with budgets and vendor contracts, ensuring smooth operations and high resident satisfaction.

Qualifications

• High School Diploma or equivalent.
• 2–3 years of customer service, administrative, and/or community association industry experience.
• Access to reliable transportation and possess a valid driver's license.
• Ability to occasionally work outside of regular business hours, including evenings and weekends.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Provide administrative and operational support to ensure smooth management of the Association.
• Assist in maintaining the community and supporting its values, vision, and philosophies.
• Draft Board meeting agendas and memos in collaboration with the Community Association Manager.
• Collect and compile supporting documents for Board meeting packets.
• Assist with drafting meeting notices and distribute communications in a timely manner.
• Schedule meetings for the Association and Community Association Manager.
• Handle Board meeting logistics, including room and virtual meeting setup.
• Attend Board and committee meetings.
• Maintain and update Association documents within internal systems and the resident portal.
• Maintain and update owner records as needed.
• Develop and maintain annual management and common area calendars.
• Manage vendors and service contracts for Association facilities and common areas.
• Assist with RFP development for Association services.
• Manage vendor invoice reviews and approvals.
• Assist with the annual budget development process.
• Provide verbal and written reports to the Community Association Manager and Board.

Skills

Customer service

Administrative support

Microsoft Office

Communication skills

Time management

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

Responsibilities

• Under general supervision of the Community Association Manager, provide administrative and operational support to ensure smooth management of the Association.
• Assist in maintaining the community, supporting the community’s values, vision, and philosophies.
• Exhibit a supportive style that contributes to meeting residents’ needs with a high level of satisfaction.
• Serve as a key support liaison between HOAMCO, the Community Association Manager, and the Association.
• Draft Board meeting agendas and memos in collaboration with the Community Association Manager.
• Collect and compile supporting documents for Board meeting packets.
• Assist with drafting meeting notices, ensuring all meeting communications are distributed and posted in a timely manner.
• Schedule meetings for the Association and the Community Association Manager as needed.
• Handle Board meeting logistics, including room and virtual meeting set‑up, distribution of packets, and related preparations.
• Attend Board and committee meetings.
• Maintain and update, as needed, all Association documents within internal systems and the resident portal.
• Maintain and update all owner records, when requested or as needed.
• Develop and maintain annual management calendar and common area maintenance calendar in collaboration with the Community Association Manager.
• Manage all vendors and service contracts related to all Association facilities and common areas.
• Assist the Community Association Manager with the development of Request for Proposals (RFP) for Association services.
• Manage vendor invoice reviews and approvals.
• Assist the Community Association Manager with the annual budget development process.
• Provide verbal and written reports to the Community Association Manager and Board of Directors as needed.
• Assist with resident, Board, and Committee communications via email, phone, and in‑person.

Requirements

• High School Diploma or Equivalent.
• Minimum 2‑3 years of customer service, administrative, and/or community association industry experience required.
• Access to reliable transportation and possess a valid driver's license.
• Ability to occasionally work outside of regular business hours, including evenings and weekends.
• Ability to prioritize tasks in a fast‑paced environment while handling various interruptions.
• Effective leadership, organizational, and conflict resolution skills.
• Exceptional customer service skills, with a keen focus on resident experience.
• Polished and professional verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Core Competencies

Demonstrates strong administrative and operational support capabilities, with a focus on effective communication, customer service, and organizational skills. Proficient in managing community association tasks, vendor relations, and meeting logistics to enhance resident satisfaction.