We are seeking a highly organized and detail-oriented Administrative Assistant to support the daily operations of a condominium and homeowners’ association (HOA) management company. The ideal candidate will be a reliable team player with excellent communication and multitasking skills, capable of handling a wide range of administrative and customer service tasks in a fast-paced environment.
Pay range is $23-25/hour with a schedule of 8am – 5pm Mon-Fri Key Responsibilities:
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Serve as the first point of contact for homeowners, board members, vendors, and residents via phone, email, and in-person.
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Assist property managers with day-to-day administrative support, including calendar management, scheduling meetings, and preparing reports.
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Maintain accurate records of homeowner accounts, community documentation, meeting minutes, and correspondence.
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Process incoming and outgoing mail, including distribution of notices, newsletters, violation letters, and billing statements.
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Coordinate maintenance requests and follow up with vendors to ensure timely completion of work orders.
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Help prepare for HOA board meetings, including creating agendas, organizing documents, and distributing meeting materials.
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Maintain organized filing systems for each managed community, both digital and physical.
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Assist in monitoring compliance issues, issuing violation letters, and documenting enforcement actions.
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Support accounting team with basic tasks such as invoice processing, homeowner payment posting, and bank deposit preparation.
Qualifications:
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High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
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2+ years of administrative experience, preferably in property management, real estate, or customer service.
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Excellent communication and interpersonal skills.
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Proficient in Microsoft Office Suite (Word, Excel, Outlook) and general office technology.
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Experience with property management software (e.g., AppFolio, TOPS, Buildium) is a plus.
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Strong attention to detail and ability to manage multiple priorities.
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Professional demeanor, dependable, and solution-oriented.
Working Conditions:
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Office environment with regular business hours (Monday–Friday).
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Occasional evening or weekend hours for HOA meetings may be required.
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May involve occasional travel to nearby properties or meetings.
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