Administrative Assistant (Home Owners Association)

Job Description

Job Description

Description:

The Administrative Assistant supports the Project Manager, property managers, vendors, and homeowners by providing essential administrative, communication, and organizational support across multiple properties. The individual will also interact with The Board.

• Streamline day to day operations by managing communications, organizing documents, coordinating schedules, and serving as a reliable first point of contact.
• Draft correspondence to vendors, contractors, and employees.
• Handle and route homeowner maintenance calls with professionalism and urgency, ensuring seamless communication between residents and the maintenance team.
• Create and track work orders for property managers.
• Process invoices from contractors, utility companies, and other vendors.
• Generate and issue delinquency notices to homeowners, ensuring accuracy and timely communication in accordance with association policies.
• Support property managers with resales and through the new owner purchase process as needed.
• Track annual insurance policy renewals across all properties to ensure continuous coverage.
• Complete annual workers’ compensation audits as requested by insurance agencies.
• Manage and fulfill supply order requests.

Required Skills & Qualifications

• High school diploma or equivalent required.
• Strong organizational and multitasking abilities.
• Proficient in Microsoft Word, Excel, and Outlook.
• Excellent interpersonal skills with the ability to communicate professionally and diplomatically with homeowners and tenants.
• Able to work independently and as part of a team.
• Experience working in a Homeowner’s Association (HOA) or property management setting is a plus.
• Knowledge of insurance policy renewal is a plus.

Benefits

• Health, dental, vision, life, and long-term disability insurance
• 401(k) plan with matching contribution
• Paid time off and paid holidays

Compensation: $20 - $28 per hour (equates to approximately $40k - 60k annually)