CPT-10366 Assistant Community Manager Virtual Assistant

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Title: CPT-10366 Assistant Community Manager Virtual Assistant - Business Support VA/Junior-Advanced Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

Client is seeking a reliable and detail-oriented Assistant Community Manager (ACM) Virtual Assistant to support day-to-day administrative and operational functions within a Property Management / Homeowners Association (HOA) environment.

This role requires strong organizational skills, professional communication, and the ability to manage multiple administrative workflows while adhering to established policies and procedures.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

• Administrative & Operations Support
  • Collect and process ARC (Architectural Review Committee) requests where applicable
  • Produce and manage work orders and service requests in accordance with company policy
  • Coordinate property access for service providers as needed
  • Send invoices to Accounts Payable for processing
  • Track and manage unit leases and unit insurance records
  • Process move-in and move-out applications
  • Schedule and coordinate move-ins and move-outs
  • Process owner verification forms on a daily basis
• Community & Facility Management
  • Monitor, schedule, and process clubhouse reservations
  • Coordinate clubhouse access and post-event inspections
  • Maintain updated community contact records for associations
  • Assist with special projects as requested by the Regional Vice President or Community Manager
• Communication & Meeting Support
  • Draft, proofread, and send communications to boards and communities, including issue e-blasts
  • Assist managers with preparation for Board Meetings and Annual Meetings
  • Track, organize, and maintain meeting proxies and ballots
  • Schedule and set up conference room and virtual meetings
• System & Inbox Management (Vantaca)
  • Enter, monitor, and respond to Action Items assigned to the ACM role in Vantaca
  • Post documents and maintain accurate owner and association information within Vantaca
  • Monitor and respond to email correspondence for personal and regional inboxes
  • Build and maintain productive working relationships with internal departments

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills and Qualifications

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Professional, courteous, and customer-service oriented
• Strong organizational and administrative skills with attention to detail
• Ability to prioritize tasks, follow through, and meet deadlines
• Comfortable troubleshooting issues and resolving problems independently
• Team player with strong collaboration skills
• Accurate and efficient with data entry tasks
• Ability to learn and adapt quickly to new software platforms
• Strong negotiation and mediation skills
• Ability to read and understand association governing documents
• Excellent oral and written English communication skills
• Candidates only from Mexico and the Philippines (due to client software requirements)

APPLICATION SOFTWARE KNOWLEDGE / REQUIRED TOOLS

• Vantaca (web-based HOA management software – training provided by client)
• Microsoft Office Suite
  • Outlook (required)
  • Teams (required)
• Microsoft Forms (preferred and used regularly)

Work Schedule

• Contracted Hours per Week: 40 Hours
• Scheduled Working Days: Monday through Friday
• Daily Working Time: 8 AM to 5 PM EST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

By submitting your application, you acknowledge that this opportunity is for an independent contractor engagement and not an offer of employment. All applications will be reviewed based on alignment with client needs, qualifications, and availability. If selected, a member of our team will reach out to discuss next steps and potential client matching.

We look forward to reviewing your application and potentially working with you on future client engagements!