Assistant Community Manager

1St American Management Co; Valparaiso (IN); On-site; USD 35,000 - 52,000; Full time

Job summary

The Assistant Community Manager at 1St American Management Co assists the Community Manager in daily HOA/condo operations in Valparaiso, IN. You handle routine administrative tasks, homeowner inquiries, and coordinate maintenance and vendors to keep communities well run.

You will maintain records, support Board meetings, prepare notices and minutes, and help with financial tasks such as invoicing and reporting while adhering to company procedures and timelines.

Qualifications

• High School Education or Equivalent.
• Experience in property/association management or related administrative work is preferred.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficient with Microsoft Office and computer-based management systems.

Responsibilities

• Serve as the primary contact for routine homeowner questions and inquiries.
• Coordinate maintenance requests, vendor scheduling, and follow-up.
• Process invoices and assist with financial reporting and budget prep.
• Maintain accurate homeowner and meeting records.
• Prepare meeting notices, packets, and draft minutes.
• Assist with insurance claims and annual filings.
• Support community projects and emergency response per procedures.
• Communicate professionally with homeowners, Board members, vendors, and coworkers.

Skills

Property management

Association management

Administrative

Customer service

Microsoft Office

Education

High School Diploma or Equivalent

Tools

Computer-based management systems

Job description

Job Details

Job Location: 3408 ENTERPRISE AVENUE - VALPARAISO, IN 46383

Job Summary

The Assistant Community Manager supports the Community Manager in the day-to-day management of assigned homeowners’ associations and condominium communities. This position is responsible for handling routine administrative and homeowner matters, coordinating maintenance and vendors, maintaining accurate records, and providing support for Board meetings and community operations. The Assistant Community Manager is expected to independently manage routine matters within established procedures and appropriately escalates issues requiring management judgment, Board approval, or legal, financial, or risk consideration.

Essential Functions and Responsibilities

• Serve as the primary contact for routine homeowner questions, requests, and account inquiries.
• Receive, document, and follow up on homeowner concerns, escalating difficult or unresolved matters to the Community Manager.
• Coordinate maintenance requests, work orders, vendor scheduling, access, and routine follow-up.
• Process and track routine community violations, notices, inspections, and compliance documentation.
• Assist with architectural requests, resale/closing requests, and other routine community transactions.
• Prepare meeting notices, packets, materials, and draft minutes; attend meetings and track assigned Board action items.
• Coordinate routine vendor communication and maintain vendor, contract, insurance, and community records.
• Process invoices and assist with financial reporting, delinquency tracking, budget preparation, and other administrative financial tasks.
• Maintain accurate homeowner, meeting, governing document, insurance, and other community records.
• Assist with insurance claims, property damage documentation, annual filings, and other administrative requirements.
• Support community projects by obtaining information, coordinating scheduling, tracking progress, and maintaining documentation.
• Assist with emergency response and coordination in accordance with company procedures.
• Communicate professionally with homeowners, Board members, vendors, contractors, and coworkers.
• Maintain timely follow-up and ensure assigned tasks and action items are completed.
• Special projects as requested by property managers
• Perform any other duties assigned to you from time to time
• Operate standard office equipment to include 10-key calculator, computer, printer, multi-line phone system, copier
• Maintain a professional office environment and promote a positive image for the company
• Use personal vehicle to perform company business when necessary
• Follow guidelines set out in the 1st American Management Co., Inc. employee handbook

Education and/or Experience

High School Education or Equivalent

Skills

• Property management, association management, administrative, customer service, or related experience preferred.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong follow-through and problem-solving skills.
• Ability to work independently while functioning effectively as part of a team.
• Proficiency with Microsoft Office and computer-based management systems.