Assistant Community Manager in Douglasville, Georgia at Beacon Community Management Services LLC

As the Assistant Community Manager, you will provide administrative and operational support to the Community Manager while helping ensure the smooth day-to-day management of the Association. You'll assist with resident relations, vendor coordination, covenant compliance, financial administration, and community communications while maintaining a professional and welcoming presence in the community. When the Community Manager is unavailable, you'll help maintain continuity of daily office operations and serve as the primary on-site management representative.

Key Responsibilities

• Assist with the daily administration and operation of the Association.
• Support implementation of Board policies, projects, and operational initiatives.
• Prepare correspondence, reports, meeting materials, and resident communications.
• Maintain organized community records, files, and administrative documentation.
• Coordinate work orders, service requests, inspections, and vendor scheduling.
• Track action items and ensure timely follow-up.
• Help maintain efficient office operations.
• Identify opportunities to improve processes and resident service.

Resident Relations

• Provide exceptional customer service to homeowners, residents, tenants, and guests.
• Respond professionally to resident inquiries.
• Assist homeowners with account questions and general Association information.
• Resolve routine concerns and escalate complex issues to the Community Manager.
• Build positive relationships with residents, Board members, committee members, and vendors.
• Represent the Association professionally during meetings and community activities.

Financial & Administrative Support

• Assist homeowners with account-related inquiries.
• Support collections administration and payment coordination.
• Process and code vendor invoices for payment.
• Maintain financial records and supporting documentation.
• Assist with budget preparation and financial reporting.
• Coordinate vendor invoices and purchase requests.

Covenant Compliance

• Conduct routine community inspections.
• Document covenant violations.
• Prepare courtesy notices and compliance correspondence.
• Monitor compliance deadlines and follow up with residents.
• Maintain accurate compliance records.
• Assist with hearing preparation and attend hearings as requested.

Vendor & Project Coordination

• Schedule vendors and service providers.
• Coordinate maintenance requests and follow-up activities.
• Assist with contract administration.
• Monitor vendor performance and communicate service concerns.
• Maintain vendor files and documentation.
• Support operational improvement and maintenance projects.

Community Engagement

• Assist with planning and coordinating community events.
• Support Board committees with meeting logistics.
• Coordinate event vendors and scheduling.
• Prepare resident communications related to community activities.
• Help maintain the community calendar.
• Provide support for resident engagement initiatives as needed.

Leasing Administration Support

• Assist with lease registration processing.
• Maintain resident and tenant records.
• Support tenant onboarding activities.
• Verify occupancy and amenity information.
• Assist with leasing communications and compliance tracking.
• Support Board-approved leasing initiatives.

Qualifications

• High school diploma or equivalent (Associate's or Bachelor's degree preferred).
• Two or more years of administrative, customer service, property management, or community association experience.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Exceptional customer service skills.
• Ability to prioritize multiple projects while maintaining attention to detail.
• Proficiency with Microsoft Office and property management software.
• Valid driver's license and reliable transportation.

• Community Association Manager (CAM) license or willingness to obtain one, if required by state law.
• Experience working with homeowner or condominium associations.
• Experience coordinating vendors and maintenance activities.
• Knowledge of covenant compliance and association governance.
• Experience supporting Board meetings and community events.

Outstanding Assistant Community Managers:

• Deliver exceptional customer service with professionalism and empathy.
• Stay organized while managing multiple priorities.
• Follow through on commitments and action items.
• Build positive relationships with residents, Board members, and vendors.
• Keep administrative processes running efficiently.
• Communicate clearly and proactively.
• Support community operations with accuracy and attention to detail.
• Anticipate needs and solve problems before they become larger issues.
• Contribute to a positive, welcoming community environment.