Administrative Assistant

Job Description

Job Description

The HOA Administrative Assistant plays a key role in supporting the daily administrative and operational needs of the Company/Property. This position requires a consistently professional presence, a customer-first mindset, and the ability to respond promptly and effectively to requests. Success in the role depends on strong organization, attention to detail, reliable time management, and the interpersonal skills needed to work well with both customers and internal teams.

Job Duties

• Serve as the primary front-line contact for homeowner inquiries via phone, email, and in-person communication
• Assist with preparation and distribution of HOA notices, letters, meeting packets, newsletters, and community updates
• Support the HOA Board and/or Community Manager with scheduling, calendar management, and meeting coordination
• Prepare agendas, take meeting minutes, and track follow-up action items as assigned
• Maintain and organize HOA records, including governing documents, homeowner files, correspondence, and vendor contracts
• Process incoming requests such as architectural review applications, maintenance concerns, and general community inquiries
• Coordinate vendor access, service scheduling, and follow-up communications as needed
• Assist with tracking work orders and ensuring requests are routed and documented properly
• Support compliance efforts by assisting with violation notices, follow-ups, and documentation (as directed by management)
• Assist with administrative tasks related to billing, invoices, purchase orders, and payment tracking (as applicable)
• Help maintain office supplies, filing systems, and general office organization
• Ensure all communications and interactions reflect professionalism, confidentiality, and excellent customer service

Qualifications

• High school diploma or equivalent required (associate’s degree preferred)
• 1+ year of administrative, customer service, property management, or HOA-related experience preferred
• Strong written and verbal communication skills
• Proficiency with Microsoft Office (Outlook, Word, Excel) and ability to learn HOA software platforms
• Strong attention to detail with excellent organizational and time management skills
• Ability to manage multiple priorities in a fast-paced environment
• Professional demeanor with strong interpersonal skills and customer service focus
• Ability to handle sensitive information with discretion and confidentiality

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