Administrative Assistant

About the Role

The Homeowner Association Administrator will provide office services, delivering excellent customer service and administrative support. This role involves maintaining homeowner records, handling inquiries, managing violations, coordinating architectural reviews, and supporting board meetings. The administrator will work closely with the manager, board of directors, and various stakeholders, ensuring documentation is up‑to‑date on community websites and communicating professionally with owners, vendors, and board members. The position also includes representing the company and communities with a positive, professional demeanor. • Maintain and update homeowner files in software and hard‑copy. • Answer homeowner questions about the community and escalate as needed. • Track homeowner violations in accounting software, prepare violation letters, and coordinate fines. • Manage architectural review applications and attend ARC meetings. • Coordinate daily tasks and meeting schedules with the manager. • Assist the manager in preparing for and attending board and annual meetings, including taking minutes. • Communicate meeting schedules and provide documentation to the Board of Directors. • Update documents on community websites. • Draft correspondence to owners, vendors, and board members. • Represent the company and communities with a professional, positive demeanor. • Contribute to team efforts by completing related tasks and coordinating with staff. • Partner effectively with community managers, vendors, peers, and clients. • Keep workspaces organized, monitor supplies, and assist with stocking. • Maintain confidentiality and discretion. • Prioritize, manage time, and meet deadlines. • Operate general office equipment (copier, fax, phone systems).

Key Responsibilities

• ▸file management
• ▸violation tracking
• ▸architectural review
• ▸meeting scheduling
• ▸website updates
• ▸correspondence drafting

What You Bring

The position requires proficiency in Microsoft Office, strong written communication, and the ability to partner with community managers, vendors, and clients. Candidates must be detail‑oriented, self‑motivated, able to maintain confidentiality, and capable of managing time, priorities, and supplies. • Proficient in Microsoft Office (Word, Excel, Outlook). • Excellent customer service and professional business correspondence skills. • Interpret verbal and written instructions accurately. • Self‑motivated, proactive, detail‑oriented, and effective team player. • Knowledge of company policies, procedures, and forms. • Communicate effectively in person, by phone, and via email. • Ability to sit, stand, walk, kneel, reach, stoop, crawl, talk, hear, push, pull, grasp, use hands/fingers, have clear vision, and lift up to 25 lb.

Requirements

• ▸microsoft office
• ▸customer service
• ▸team player
• ▸detail‑oriented
• ▸written communication
• ▸time management

Work Environment

Office Full-Time