Administrative Assistant

About the Role

Associa is seeking an Administrative Assistant to provide clerical and administrative support to lead Community Managers, serving as the primary liaison with homeowners while also interacting with vendors, board members, committee members, and internal staff. The assistant fields homeowner inquiries through phone, email, work orders, letters, and in‑person contacts, updates account notes in the C3 system, prepares agendas, management reports, and board meeting packages, and creates newsletters, flyers, and other communications about maintenance, projects, and events. Additional duties include assembling annual disclosure and financial statement packages for bulk mailing, monitoring delinquency rates and collections, maintaining property and unit files, processing welcome packets, key fobs, pool passes, and ARB applications, conducting on‑site inspections, updating property fact sheets, drafting CC&R violation letters, and supporting homeowners with Associa’s online portals. • Respond to homeowner inquiries via phone, email, work orders, letters, and in person. • Update homeowner account notes in C3 (Complete Control of Communities). • Prepare agendas, management reports, and board meeting packages. • Create newsletters, flyers, and other communications about maintenance and events. • Assemble annual disclosure, meeting notifications, and financial statement packages for bulk mailing. • Monitor delinquency rates and assist with collections for assigned portfolios. • Maintain property and unit files; process welcome packets, key fobs, pool passes, and access keys. • Process ARB applications, conduct on‑site inspections, and manage repair quotes and insurance notifications. • Update property fact sheets in C3 and draft CC&R violation letters. • Support homeowners with Associa’s online portals and corporate programs. • Participate in Associa University training and webinars.

Key Responsibilities

• ▸c3 updates
• ▸agenda prep
• ▸newsletter creation
• ▸financial packages
• ▸delinquency monitoring
• ▸arb processing

What You Bring

Candidates must be proficient in Microsoft Office, knowledgeable about community associations and board‑manager interactions, and possess strong written, verbal, and phone communication skills. They should also demonstrate conflict‑resolution techniques, professional customer service, self‑motivation, detail orientation, and effective time‑management. A high school diploma or GED is required, with 0‑3 years of community association experience. • Proficient in Microsoft Office (Word, Excel, Outlook). • Knowledge of community association operations and board‑manager interactions. • Strong written, verbal, and phone communication skills. • Conflict‑resolution and professional customer service abilities. • Self‑motivated, proactive, detail‑oriented team player with time‑management skills. • High School Diploma or GED; 0‑3 years experience in community association field.

Requirements

• ▸microsoft office
• ▸community association
• ▸communication
• ▸conflict resolution
• ▸time management
• ▸high school

Work Environment

Office Full-Time