Local property management company is looking for an administrative assistant to join their team. Ideal candidates would be organized, proficient at working in a team, and focused on providing top-notch customer service. Above average verbal and written skills are required in this role. A background in real estate background is not required but is a plus. All qualified applicants must have experience dealing with the general public or customer service in an office-based setting. 

The purpose of the HOA Administrative Assistant position is to assist the Community Association Managers and General Manager in the day-to day business of managing community associations and to provide front-line customer service to HOA clients.  

Office Hours:  Monday through Friday, 8:00a - 5:00p

Fridays: 8:00a - 12:00p

Typical Job Duties:

1. Answer incoming phone calls.
2. Assist walk-in clients.
3. Handle issues that arise and notify the Community Association Manager when an issue needs the manager’s attention.
4. Request and obtain quotes.
5. Follow up with contractors for outstanding quotes and overdue work orders.
6. Send architectural approval or denial letters.
7. Help manage architectural approval process.
8. Send violation letters.
9. Assist with routine property inspections as needed.
10. Visit properties to ticket vehicles if needed.
11. Visit businesses to pick up signs, drop off payments, etc.
12. Send welcome packets to new owners.
13. Prepare and send information packets to new board members.
14. Prepare and distribute flyers or newsletters.
15. Receive vendor checks to mail.
16. Save scanned invoices to software system weekly.
17. Mail late statements monthly.
18. During pool season, turn on pool phones at the beginning and turn off pool phones at the end.
19. Visit properties with pools to activate/deactivate pool keys.
20. Report City ordinance violations or City issues to appropriate City personnel.
21. Request updated certificates of insurance for vendors when insurance expires.
22. Complete special projects as assigned.
23. Occasionally cover general office duties in the absence of other team members.

For the right candidate, this position may advance to Assistant Community Association Manager after training and gained experience, with a career track for potentially becoming a Community Association Manager.

Requirements

• Must have experience in customer service and working with Microsoft Office products
• Relates well to all kinds of people and builds effective relationships
• Demonstrates strong professional communication, verbal and written, and inter-personal skills
• College degree preferred. High School Diploma or equivalent required

Pre-employment drug screen and background check will be part of the onboarding process.