Assistant Community Manager

Position Overview

The Assistant Community Manager provides day-to-day operational support as an integral member of the multi-manager team serving the Grand Haven Master Association (GHMA), a flagship homeowner association client of SSMG. Working under the direction of the Supervising Community Manager and in accordance with the association’s governing documents, this role contributes across all functional areas of community management — including common area oversight, covenant enforcement, vendor coordination, board and committee support, and member relations.

The Assistant Community Manager is expected to operate with a high degree of professionalism, responsiveness, and initiative, reflecting SSMG’s standards for client service and operational excellence in all interactions with residents, vendors, board members, and committee members.

Core Objectives:

· Support seamless day-to-day operations of GHMA under the direction of the Supervising Community Manager.

· Ensure prompt, professional responsiveness to association member inquiries and concerns.

· Conduct consistent site inspections and document findings for appropriate corrective action.

· Assist in covenant enforcement activities in compliance with the association’s governing documents and applicable Florida Statutes.

· Provide administrative and logistical support for all Board of Directors and committee meetings.

· Maintain accurate records, correspondence, and vendor documentation in support of the management team.

· Represent SSMG professionally in all interactions with residents, vendors, and board and committee members.

Key Responsibilities:

· 1. Community Inspections & Common Area Oversight

· a. Routine Site Visits

· Conduct regular on-site inspections of GHMA common areas and amenities.

· Document and communicate specific concerns, including recommendations for corrective action, relative to maintenance, landscaping, and service provider performance.

· Coordinate follow-up on identified deficiencies with the Supervising Community Manager and applicable vendors.

· b. Landscape Vendor Management

· Facilitate and provide oversight for bulk landscape vendor operations serving individual homes under multiple service contracts.

· Process and track work orders associated with landscape services.

· Monitor vendor performance and escalate deficiencies to the Supervising Community Manager.

· 2. Covenant Enforcement

· Identify potential violations of the association’s Declaration of Covenants, Conditions & Restrictions and rules and regulations through regular community inspections.

· Follow up with individual property owners to facilitate timely remediation and resolution.

· Maintain accurate enforcement records in compliance with SSMG SOPs and applicable Florida Statutes.

· 3. Member Relations & Communication

· Promptly assist association members with questions and concerns related to routine association business, including accounting inquiries, architectural modification requests, and community events.

· Prepare and distribute community-wide correspondence (announcements, meeting notices, etc.) via all appropriate channels, including online platforms.

· Welcome and orient new community members by answering questions and providing governing documents and community information.

· 4. Board & Committee Meeting Support

· Regularly participate in Board of Directors and committee meetings (fine, social, maintenance, safety, planning, and other standing committees).

· Assist with creation and publication of meeting notices, preparation of agendas and supporting documents, and recording of meeting minutes.

· Assist in coordinating and executing the planning of community-wide events as directed.

· Provide guidance and suggestions in conversations with board and/or committee members as appropriate.

· 5. Vendor Management & Procurement

· Prepare Requests for Proposals (RFPs) and solicit bids from qualified vendors for recurring and one-off service needs.

· Review accounts payable (invoices/bills) to confirm that associated work has been completed satisfactorily and that expenses are coded to the appropriate general ledger account.

· Coordinate vendor scheduling and access in support of ongoing community operations.

· 6. Administrative Operations

· Receive, route, file, and respond to association mail as appropriate.

· Maintain accurate documentation of operational activities, board directives, and member interactions in Vantaca and all approved management platforms.

· Support the Supervising Community Manager with special projects and administrative tasks as directed.

Key Performance Indicators (KPIs):

· 1. Site Inspections & Common Area Oversight

· Routine inspection frequency: per SSMG SOP schedule.

· Work order processing timeliness: ≤ 2 business days from receipt.

· Deficiency documentation and escalation: same business day as identification.

· 2. Covenant Enforcement

· Enforcement follow-up timeliness: ≤ 5 business days from initial identification.

· Enforcement record accuracy: 100% documented per SSMG SOP.

· 3. Member Responsiveness

· Member inquiry response time: ≤ 1 business day.

· New member orientation completion: within 5 business days of move-in or request.

· 4. Board & Committee Meeting Support

· Meeting notice distribution: per statutory and governing document deadlines.

· Agenda and supporting materials delivery: ≥ 48 hours prior to meeting.

· Meeting minutes draft delivery to Supervising Community Manager: ≤ 5 business days post-meeting.

· 5. Vendor & Financial Administration

· AP invoice review timeliness: ≤ 2 business days from receipt.

· RFP completion: per direction of Supervising Community Manager and within project deadlines.

Skills & Qualifications:

· Active Florida Community Association Manager (CAM) License — Required.

· Minimum 1 year of community association management or related experience preferred.

· Working knowledge of Florida Statutes Chapters 718 and 720.

· Strong interpersonal, written, and verbal communication skills.

· Highly organized with strong attention to detail and consistent follow-through.

· Ability to manage multiple priorities and deadlines in a dynamic, client-facing environment.

· Proficiency with Vantaca or equivalent community management software preferred.

· Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams) required.

· Professional appearance and demeanor consistent with SSMG standards.

· Ability to conduct regular site visits; valid Florida driver’s license and reliable transportation required.

Success Profile:

The ideal candidate:

· Takes initiative and follows through without requiring close supervision.

· Communicates proactively and professionally with residents, vendors, and board and committee members.

· Maintains composure and professionalism in challenging or high-pressure member interactions.

· Is detail-oriented and disciplined in documentation and record-keeping.

· Approaches problem-solving with a service-first mindset.

· Represents SSMG with integrity and professionalism in all community settings.

· Demonstrates a genuine commitment to improving the community experience for GHMA residents.

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person