Community association managers today face a mix of expanding responsibilities, tighter staffing, and rising expectations. Across the industry, leaders are experimenting with artificial intelligence to strengthen operations and lighten heavy loads. They’re finding that AI tools can be utilized to support daily work and broader organizational growth.
Relying too heavily on a single person can block efficient workflow in community management companies, says Jennifer Booth, general manager at K&K Property Management in Heber, Utah. K&K has turned to AI to help the company manage its growth.
“It’s become incredibly apparent that we needed way more help than what we had, but it’s been impossible to find qualified community managers who we can afford as a small company and who fit with the unique K&K culture,” she explains.
As a result, she found herself drafting minutes, producing documents, managing finances, and answering internal questions that only she knew how to solve. Booth solved this by building an internal support assistant called Sync or Swim populated with company manuals.
K&K now uses AI to draft and summarize meeting minutes, write blog posts, and craft social media captions in its brand voice. What started as a method of tech support for less technologically inclined staff turned into something much bigger. “The same AI workflows that we use to run communities more efficiently can help us run our own companies more efficiently,” she says. “Eventually, AI worked its way into every aspect of our customer facing workflows.”
When her employees were given access to company-specific AI resources, they were less intimidated by the technology. “Now they’re doing it with more confidence, less delay, and fewer ‘can you approve this real quick?’ moments,” Booth adds.
Max Gajdel, who cofounded STAN, an AI platform for community management, notes he sees similar patterns across many organizations and says AI tools can act as accessible sources of information so managers aren’t constantly interrupted for routine answers.
“We’re moving toward creating mini-AI employees,” says Gajdel, who is based in North York, Ontario. “You can talk to an assistant the same way you’d talk to a new employee, and it performs the action exactly the same ways.”
Ben Currin, CEO of Vantaca in Wilmington, N.C., says AI systems can now handle complex tasks end-to-end rather than serving only as research or copy-drafting assistants. Even simple tasks such as responding to recurring homeowner messages can give teams the confidence to expand into more complex cases later.
AI isn’t just improving workflows in some areas, it’s reshaping long-standing operations. Gar Liebler, CMCA, founder of TechCollect in Rochester, Mich., an AI platform that supports community associations’ handling of delinquencies, offers an example where his company uses AI tools to evaluate public data, tailor communication sequences, and resolve most delinquencies before legal action becomes necessary.
Liebler’s experience shows how AI can reduce costs, support homeowners, and prevent outcomes that harm community relations. “We’re seeing 90% of the delinquencies resolved prior to and without legal action,” he says. “We’re not really doing collections. We’re preventing collections.”
With advancements in technology, governance remains essential. Brad Perry, chief information officer of Action Property Management in Irvine, Calif., says organizations are now monitoring AI use to protect sensitive data and maintain compliance. “If your people are using ChatGPT or Gemini or Grok and they’re dumping in personal information, you need to be aware of that,” he says.
AI systems can track which models employees use, flag potential issues, and ensure AI-powered answers draw from verified internal documents rather than unvetted or unreliable sources to maintain accuracy and legal responsibility as teams scale adoption.
Shea Dittrich, chief revenue officer of CINC Systems in Falls Church, Va., describes how her company built an early-adopter program to observe how employees interacted with AI tools and establish best practices before scaling. She advises teams to treat implementation as a learning process rather than an immediate overhaul.
Intentional and simple introduction of AI tools can help community managers reduce repetitive tasks, improve consistency, and create more responsive service for communities.
Community managers don’t need to overhaul operations overnight. Rather, incremental, early adoption can make a meaningful difference as AI continues to evolve.
>>Read more about AI adoption in Community Manager January/February 2026.
Editor’s note: This article was adapted from an expert panel at CAI’s 2025 CEO-MC Retreat in La Quinta, Calif., in September.
