Job Summary The Administrative Assistant serves as the first point of contact for homeowners, Board Members, vendors, and visitors while providing administrative support to the Community Association Manager. This position is responsible for maintaining efficient office operations, delivering exceptional customer service, and assisting with the day-to-day administrative functions of the community association. The ideal candidate is highly organized, detail-oriented, professional, and able to manage multiple priorities in a fast-paced office environment. Schedule 8:30am-5:00pm, Monday-Friday Essential Duties and Responsibilities

• Provides courteous, professional, and responsive customer service to homeowners, Board Members, vendors, and visitors.
• Answers incoming telephone calls, responds to general inquiries, directs calls to appropriate personnel, and takes accurate messages.
• Greets homeowners, residents, vendors, and guests visiting the community office.
• Assists the Community Association Manager with daily administrative tasks and special projects.
• Prepares correspondence, letters, notices, meeting packets, agendas, reports, and other documents.
• Maintains homeowner records and electronic and paper filing systems while ensuring accuracy and confidentiality.
• Receives, sorts, and distributes incoming mail and prepares outgoing mail and packages.
• Assists with scheduling meetings, appointments, inspections, and vendor visits.
• Supports the preparation and distribution of Board meeting notices, agendas, and community communications.
• Assists with processing architectural review applications, homeowner requests, work orders, and other community-related documentation.
• Maintains office supply inventory and orders supplies as needed.
• Performs data entry and updates homeowner information within HOA management software.
• Maintains organized records and assists with document retention in accordance with company policies.
• Assists homeowners by answering general questions regarding community procedures and directing them to the appropriate resources.
• Performs general office duties including copying, scanning, filing, and document preparation.
• Maintains a clean, organized, and professional reception and office area.
• Assists with additional administrative duties and special projects as assigned by the Community Association Manager. Qualifications
• High school diploma or equivalent required; Associate's degree preferred.
• Minimum of 2 years of administrative, office support, customer service, or related experience.
• Experience in community association management, property management, hospitality, or a residential community environment preferred.
• Experience supporting multiple priorities in a fast-paced office setting.
• Strong verbal and written communication skills with the ability to interact professionally with residents, board members, vendors, and guests.
• Excellent customer service skills and ability to handle sensitive situations with diplomacy, discretion, and professionalism.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to prioritize tasks, manage multiple deadlines, and work independently with minimal supervision.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Ability to learn and effectively utilize HOA management software and document management systems.
• Knowledge of general office procedures, office equipment, and administrative practices.
• Ability to maintain confidential information and exercise sound judgment.
• Strong problem-solving skills and a proactive approach to administrative support. Physical Requirements
• Ability to remain seated or stand for extended periods while performing office duties.
• Ability to use a computer, telephone, copier, scanner, and other standard office equipment throughout the workday.
• Ability to occasionally lift and carry office supplies or files weighing up to 25 pounds.
• Ability to bend, reach, and retrieve files or office materials as needed.

Work Environment This position is primarily performed in a professional office environment located within a residential community. The Administrative Assistant regularly interacts with homeowners, Board Members, vendors, contractors, and visitors while providing administrative support to the Community Association Manager. The position requires frequent use of a computer, telephone, copier, scanner, and other standard office equipment. Occasional attendance at Board meetings or community events outside normal business hours, including evenings, may be required. Key Competencies

• Customer Service Excellence
• Professional Communication
• Organization and Attention to Detail
• Time Management and Prioritization
• Confidentiality and Integrity
• Teamwork and Collaboration
• Problem Solving
• Adaptability
• Accountability
• Technical Proficiency Disclaimer The duties and responsibilities described above are intended to provide a general overview of the position and are not an exhaustive list.

Additional duties may be assigned based on the needs of the community and management.

Pay:

$24.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Employee discount Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person