Assistant Community Manager

Jobtailor; Paulden (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

Jobtailor in Paulden, Arizona seeks an experienced Administrative Assistant to support the Association's administration and operations, ensuring smooth management and high resident satisfaction.

You will coordinate Board meeting logistics, draft agendas, maintain records and calendars, liaise between the HOA Manager and the Association, manage vendor contracts, and assist with communications, notices, and reporting to the Board.

Qualifications

• High school diploma or equivalent required.
• 2-3 years in customer service or administrative roles, preferably in community associations.
• Valid driver's license and reliable transportation.
• Ability to work evenings or weekends occasionally.
• Strong leadership, organization, and conflict resolution skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite.

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 with the Community Association Manager.
• Manage vendor contracts, invoices, and service agreements.
• Prepare and distribute meeting notices and materials in a timely manner.
• Schedule meetings and manage meeting logistics for Board and committees.
• Maintain and update Association documents and owner records.
• Provide reports to the Community Association Manager and Board of Directors.
• Assist with resident, Board, and Committee communications via email, phone, and in-person.

Skills

Customer service

Administrative support

Leadership

Organizational skills

Written communication

Verbal communication

Education

High School Diploma or Equivalent

Tools

Microsoft Office Suite

Job description

Responsibilities

• Providing administrative and operational support to ensure the smooth management of the Association


• Assisting in maintaining the community, supporting the community's values, vision, and philosophies


• Exhibiting a supportive style that contributes to meeting residents' needs with a high level of satisfaction


• Serving as a key support liaison between HOAMCO, the Community Association Manager, and the Association


• Drafting Board meeting agendas and memos in collaboration with the Community Association Manager


• Collecting and compiling supporting documents for Board meeting packets


• Assisting with drafting meeting notices, ensuring all meeting communications are distributed and posted in a timely manner


• Scheduling meetings for the Association and Community Association Manager as needed


• Handling Board meeting logistics, including room and virtual meeting set-up, distribution of packets, and related preparations


• Attending Board and committee meetings


• Maintaining and updating, as needed, all Association documents within internal systems and resident portal


• Maintaining and updating all owner records


• Developing and maintaining annual management calendar and common area elements maintenance calendar in collaboration with the Community Association Manager


• Management of all vendors and service contracts related to all Association facilities and common areas


• Assisting the Community Association Manager with the development of Request for Proposals (RFP) for Association services


• Managing vendor invoice reviews and approvals


• Assisting Community Association Manager with annual budget development process, review of monthly financial package, annual CPA audit process, annual reserve study planning and reserve project execution, including research, document and report preparation


• Providing verbal and written reports to the Community Association Manager and Board of Directors


• Assisting 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 drivers 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 customer service and community association management. Proficient in managing communications, vendor relations, and meeting logistics while ensuring high resident satisfaction.