Assistant Community Association Manager

Alfa Homes is seeking a reliable, detail-oriented Assistant Community Manager / Field Operations Coordinator to support day-to-day operations across multiple HOA communities. This role is designed as a growth track position, with the goal of developing into a full Community Association Manager - HOA Manager. ***WE ARE NOT LOOKING FOR AN APARTMENT MANAGER CAM***

The ideal candidate is hands-on, organized, responsive, and comfortable both in the field and in an office setting.

Core Responsibilities

1. Community Inspections

• Perform routine inspections across assigned communities
• Identify covenant violations, maintenance issues, and safety concerns
• Take clear, organized photos and notes
• Upload and document violations in the system (CINC)
• Follow up on repeat or unresolved issues

2. Vendor Coordination & Maintenance Oversight

• Coordinate with vendors for repairs, maintenance, and proposals
• Schedule and supervise vendor work on-site when needed
• Ensure vendors meet quality and scope expectations
• Verify completion of work before payment
• Assist in collecting and organizing vendor insurance and W9/EIN documentation

3. Administrative & Office Support

• Answer incoming calls and respond to basic homeowner inquiries
• Provide general customer service support to homeowners and board members
• Assist with email communication and follow-ups
• Maintain organized records of community activity

4. Invoice Processing & Financial Support

• Review and upload vendor invoices into CINC
• Ensure invoices match approved scope and pricing
• Code invoices properly for accounting
• Prepare invoices for final approval and payment

5. After-Hours Emergency Support

• Monitor and respond to emergency calls when they occur
• Coordinate immediate vendor response for urgent issues (flood, fire, hazard, etc.)
• Escalate critical situations as needed

Additional Responsibilities

These are important, and honestly where a good assistant becomes a future manager:

• Assist with ARC requests (tracking, follow-ups, approvals)
• Help maintain community records and documents in the portal
• Support board meeting prep (agendas, notes, follow-ups)
• Track open tasks and violations to completion
• Assist with project coordination (bigger jobs like paving, landscaping upgrades, etc.)
• Perform move-in / move-out inspections if needed
• Help with vendor bidding process (getting multiple quotes)
• Support portal updates and homeowner communication posts

Qualifications

• HOA Management, Property management or Maintenance/Vendor management
• Strong organizational and communication skills
• Comfortable working both in the field and in an office
• Reliable transportation (local travel required)
• Problem-solver mindset, not just task-completer

Growth Path

This position is designed to transition into a Community Association Manager (HOA Manager) (Not Apartment Management) role.

You will be trained in:

• Financial oversight and budgeting
• Board communication and leadership
• Legal/compliance processes
• Full portfolio management