This is an exciting opportunity to join a company with a goal to build a team of thoughtful, accountable professionals who want to grow with the company and help set a higher standard for how small condo associations are managed.
Our client is a boutique property management firm focused on small condominium associations, typically buildings with 6–15 units, primarily in Hudson and Essex County, New Jersey. Their approach is intentionally different from traditional management companies that focus on scale and volume. Instead, they prioritize service, transparency, and operational discipline for a smaller portfolio of buildings. This allows them to maintain closer relationships with boards and owners while ensuring that the core responsibilities of property management such as financial oversight, maintenance coordination, and long-term planning are handled thoughtfully and consistently.
Though they work with smaller associations and their team members are exposed to every part of the management process, they do silo operations to keep employees from being overwhelmed.
The role involves real responsibility, problem solving, and direct interaction with condo owners and vendors. They operate with a modern, tech forward approach using platforms like Buildium, Google Workspace, and structured internal systems to stay organized and responsive.
Overall purpose and responsibilities of the role:
This role supports daily property management operations by coordinating with vendors for maintenance requests and serving as the primary point of contact for customers via phone, text, email, and online portal.
Responsibilities include obtaining vendor quotes and relaying them internally so building boards can make informed decisions, maintaining accurate and up-to-date association information within CRM systems, and scheduling company social media posts using provided content, among other things. This is an entry level role with room for growth.
Duties and Responsibilities:
- Serve as a key customer service touchpoint for condominium owners and residents, responding to inquiries and service requests in a timely and professional manner.
- Coordinate with vendors, contractors, and service providers to address maintenance requests and ensure building operations run smoothly.
- Monitor ongoing issues and follow through until resolution, ensuring stakeholders are kept informed through proactive communication.
- Maintain and update association and property records within internal systems, including documentation related to board members, bylaws, insurance renewals, and routine maintenance schedules.
- Track and organize key association information such as budgets, reserve studies, tax filings, insurance documents, and assessments.
- Assist with administrative tasks related to condominium association management, including documentation requests from residents and stakeholders.
- Coordinate with internal teams and management to ensure operational tasks and requests are handled efficiently.
- Schedule and manage company social media posts across platforms such as Facebook, Instagram, YouTube, and TikTok using provided content and captions.
- Maintain organized documentation within shared systems such as Google Drive and Sheets.
- Escalate complex issues or complaints to the Community Association Manager when necessary.
- Support the team in maintaining smooth day-to-day operations across multiple condominium associations.
Requirements
- Considering candidates with customer service experience for the Assistant Community Association Manager role.
- 3–5 years of experience in property management for condominium or residential housing.
- Experience supporting condominium associations, HOAs, or residential property management environments is advantageous.
- Familiarity with property management software such as Buildium or AppFolio is a strong advantage.
- Comfortable using Google Workspace tools such as Gmail, Google Drive, Google Sheets, and Google Chat.
- Strong written and verbal English communication skills with the ability to communicate naturally and build rapport with customers.
- Highly organized with strong attention to detail and the ability to manage multiple requests simultaneously.
- Proactive and responsive with a strong commitment to follow-through and clear communication.
- Ability to work collaboratively with remote teams, vendors, and internal stakeholders.
- Experience coordinating maintenance requests, documentation requests, or vendor communications is a plus.
- Comfortable working in a fast-paced but relaxed team environment supporting multiple properties.
- Candidates will not be excluded solely for lacking Buildium experience; it may slightly favor candidates who have it.
Job type: Permanent
Emp type: Direct hire; Full-time
Schedule: Monday to Friday, 9:00am to 5:000pm EST
Location: Remote/Work from home
Industry: Property Management
Expertise: Property Management, Residential Property Management, Condominium Management, HOA Management, Condominium Association, Customer Service