Assistant Portfolio Manager - HOA/COA Operations

ADP, Inc.; Lutz (FL); On-site; USD 33,000 - 34,000; Full time

Job summary

ADP, Inc. Assistant Portfolio Manager supports Community Association Management operations in the daily administration, operations, and field management of assigned community associations.

This role assists with vendor coordination, contract administration, budgeting support, violation tracking, resident and Board communications, and regulatory compliance, using CINC Association Management software to document, track, and support workflows.

Qualifications

• High school diploma or GED required.
• Relevant HOA/COA experience is preferred.
• Active Florida Licensed Community Association Manager (LCAM) license or commitment to obtain the LCAM license within 60 days required.
• Valid driver's license and reliable transportation required.
• Experience with HOA/COA operations preferred.
• Experience with CINC Association Management software preferred.
• Strong organizational, communication, and problem-solving skills.
• Ability to exercise sound professional judgment and maintain confidentiality.
• Effective written and verbal communication skills, including Board-level correspondence.
• Ability to interpret governing documents, contracts, and policies.
• Proficiency with Microsoft Office.
• Ability to attend evening meetings and perform limited field work as required.

Responsibilities

• Understand and operate in accordance with each association’s Management Agreement and governing documents.
• Assist with daily operations of portfolio-managed communities.
• Act in the role of Community Association Manager when required, including vendor and limited personnel management, within approved authority.
• Maintain regular, professional communication with management regarding priorities, deadlines, and community issues.
• Make operational improvement recommendations based on experience and observed community needs.
• Prepare, draft, issue, and track routine Requests for Proposal (RFPs) under management direction using approved scopes of work.
• Coordinate vendor walkthroughs, site access, and meetings for current or pending projects.
• Monitor vendor performance and report findings, concerns, and recommendations for remediation to management.
• Issue, follow up on, and close work orders with vendors and homeowners in CINC.
• Assist with obtaining and reviewing vendor bids for accuracy, consistency, and Board presentation.
• Track covenant violations in CINC in accordance with association policies and Florida Statutes.
• Assist with violation notices, follow-up timelines, re-inspections, and documentation.
• Coordinate violation compliance with owners, vendors, and onsite staff under management direction.
• Maintain accurate violation records and support hearing and enforcement processes as required.
• Draft owner correspondence, memos, letters, surveys, and notices for management review and approval.
• Provide customer service support to residents, Boards of Directors, and vendors.
• Prepare and assist with agendas, Board packets, and meeting materials.
• Attend Board and committee meetings and assist with accurate meeting minutes.
• Track and follow up on Board action items to completion.
• Assist with draft operating and capital budget preparation, including research of contract renewals, utility costs, and historical data.
• Support monitoring of contract-related and maintenance expenses.
• Assist with field inspections, vendor coordination, and project oversight.
• Support the direction of onsite staff workflow and performance.
• Coordinate insurance documentation and assist with claims support as directed.
• Maintain working knowledge of Florida Statutes (Chapters 718 and 720) and applicable rules.
• Follow association policies, safety procedures, and company standards.
• Perform other related duties and responsibilities as assigned by management.

Skills

Community Association Management

Property Management Operations

Contract Administration

Work Order Management

Budget Support

Education

High school diploma or GED

Active Florida LCAM license or commitment to obtain LCAM license within 60 days

Tools

CINC Association Management Software

Microsoft Office

Job description

ADP, Inc. Assistant Portfolio Manager supports Community Association Management operations in the daily administration, operations, and field management of assigned community associations.

This role assists with vendor coordination, contract administration, budgeting support, violation tracking, resident and Board communications, and regulatory compliance, using CINC Association Management software to document, track, and support workflows.