Administrative Assistant

The Administrative Assistant supports the day-to-day administrative operations of the HOA office and acts as a key point of contact for residents. This role ensures service continuity when the Portfolio Manager is off-site and supports all front desk functions, internal communications, and resident interactions.

THIS IS A PART TIME POSITION WORKING 20 HOURS A WEEK

Monday: 9am-5pm

Wednesday:10am-2pm

Friday: 10am-2pm

• Meet and greet homeowners, visitors, guests, vendors and contractors.
• Research and respond to inquire in-person, by phone, and email.
• Input and update maintenance work orders.
• Schedule and coordinate maintenance vendors onsite.
• Data entry community and homeowner information in the database.
• Maintain and track architectural modifications, violation notices, and community documents.
• Prepare and post notices, newsletters, and digital announcements.
• Reserve meeting room space, schedule and coordinate board and committee meetings. Prepare documents for meetings.
  
  Post and Maintain Board meeting documents
• Track rule violations and follow-up communications.
• Collaborate with the Portfolio Manager and Board to ensure efficient community service.
• Update and maintain HOA Governing Documents and HOA Resources on Engage.
• Assist residents on how to locate important information on Engage including Governing Documents, HOA resources, and Design Standards.
• Assist residents with how to submit work orders and modification requests.
• Other duties as requested.

• High school diploma or equivalent (associate degree preferred).
• 2+ years of administrative, customer service, or HOA office experience.
• Excellent communication and interpersonal skills, written and spoken.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office; HOA or property management software a plus.