HOA Operations Lead & Community Administrator

Job Overview

The Community Administrator provides administrative services to the management team, Boards of Directors, Committees, Homeowners, Vendors, and other related parties as needed for the daily operations of the organization.

$25 - 28/hr salary or wage is commensurate with experience, education, and specific job responsibilities.

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned to every duty.

• Updating work orders in Connect and coordinating accordingly with various vendor partners as needed
• Configuring and distributing key fobs and access controls upon request
• Processing mail, including handling returned mail
• Creating newsletters and toppers
• Receptionist back-up including answering phones, voicemails and greeting visitors
• Special projects (directories, board reference book assembly, copies, proof reading, etc.)
• Processing fee waiver requests, account change forms, and check requests
• Managing vendor Requests for Proposals (RFPs)
• Prepare and distribute monthly reports and agenda packets

• Maintenance of accurate and complete records as required to properly and effectively implement the Enforcement and Architectural Programs.
• Act as direct liaison for architectural and violation needs of several communities
• Maintain awareness of Architectural/Design Review Guidelines and other Governing Documents that are related to ACC/DRC activities, take minutes during DRC meetings (if applicable), and prepare responses to applications for residents
• Interact and follow up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association when necessary
• Perform site reviews and related correspondence and follow-up as assigned
• Submit all charge‑backs for association(s) via chargeback systems, including but not limited to violation fines and architectural submission fees per the clients' management contracts
• Coordinate Design Review/Architectural Committee or Landscape Modification Application process, collect application forms and supporting documents, enter data in Connect, and prepare material for DRC consideration
• Prepare for and attend all Architectural/Design Review Committee meetings and Covenant/ERC Committee meetings as designated by association requirements

• Communicate professionally with residents and clients, ensuring the highest standard of customer service
• Address inquiries and questions with a sincere offer to assist
• Determine solutions based on the nature of each issue, while keeping residents informed of the status
• Respond to all daily inquiries, providing a timeline when a resolution can’t be achieved promptly
• Exemplify First Service Residential Core Values and Global Service Standards in every interaction while assisting external and internal customers

• Maintain regular and punctual attendance to required shifts, meetings, trainings, and related employment engagements to support position responsibilities and duties
• Practice and adhere to First Service Residential Global Service Standards
• Conduct business at all times with the highest standards of personal, professional, and ethical conduct
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional materials and supplies
• Ensure all safety precautions are followed while performing the work
• Follow all policies and Standard Operating Procedures as instructed by Management
• Complete company training as assigned, attend all mandatory company functions, and adhere to First Service Standards of Operation, policies, and procedures

• High School diploma or equivalent
• Minimum 4 years of administrative experience
• Background in customer service, property management, and/or real estate

• Exceptional written and verbal communication…