Associa
Leading community management firm offering property, accounting, maintenance & administrative services.
Administrative Assistant
Provide admin support to community managers, handling homeowner inquiries, documents, and coordination.
Job Highlights
About the Role
Associa is seeking an Administrative Assistant to provide clerical and administrative support to lead Community Manager(s). The role acts as the primary liaison to homeowners, vendors, board and committee members, and internal staff at the Client Shared Service Center and branch office, handling a variety of day‑to‑day tasks. • Respond promptly to homeowner inquiries via phone, email, work order, letter, or in person. • Interact with vendors and address emergency requests as needed. • Update homeowner account notes in C3 (Complete Control of Communities). • Prepare agendas, update management reports, and compile documents for Board meeting packages. • Create newsletters, flyers, and other communications to inform homeowners about maintenance, projects, activities, and meetings. • Assist in preparing and bulk mailing annual disclosure packages, meeting notifications, and financial statements in accordance with statutory timelines. • Monitor corporate and client delinquency rates and manage the collections process for the account portfolio. • Maintain property and unit files. • Process new homeowner welcome packets, key fobs, pool passes, and access keys. • Handle Architectural Review Board (ARB) applications and conduct on‑site community inspections as required. • Coordinate requests for proposals, repair quotes, and insurance notification lists. • Update property fact sheets in C3. • Draft homeowner CC&R violation letters and communicate hearing results within required timeframes. • Support homeowners with Associa corporate programs (website, portals) per manager direction. • Participate in Associa training, including Associa University webinars.
Key Responsibilities
- ▸c3 updates
- ▸board packages
- ▸newsletters
- ▸collections management
- ▸rfp coordination
- ▸architectural review
What You Bring
The position requires a hands‑on, flexible approach, performing or supervising any task requested by clients or the management agent, and includes participation in Associa training programs such as Associa University webinars. • Proficient with Microsoft Office applications (Word, Excel, Outlook). • Knowledge of community, property, real estate, and homeowners association operations. • Understanding of board and Community Association Manager roles and homeowner interactions. • Strong business correspondence skills (grammar, punctuation, spelling). • Proficient in conflict resolution techniques. • Professional communication skills across phone, interpersonal, written, and verbal channels. • Excellent customer service orientation. • Self‑motivated, proactive, detail‑oriented team player. • Effective time‑management and prioritization abilities. • High School Diploma or GED (required). • Associate’s Degree (required); Bachelor’s Degree (preferred). • 0–3 years of community association experience.
Requirements
- ▸microsoft office
- ▸conflict resolution
- ▸customer service
- ▸time management
- ▸associate degree
- ▸community ops
Work Environment
Office Full-Time