THE OPPORTUNITY

Join a small, growing leadership team as the primary administrative support for the HOA Manager and Director of Operations. This is an administration-first position with meaningful opportunity to learn, take ownership, and grow as the company expands. About the Role The HOA & Office Administrative Assistant helps keep the office organized, homeowner communications polished, records accurate, and daily responsibilities moving forward across multiple HOA communities. Initially, the role will focus heavily on monthly newsletters, homeowner communications, database management, document preparation, meeting support, recordkeeping, and general office administration. The ideal candidate is an exceptionally strong administrator who communicates confidently, learns technology quickly, notices details, and is comfortable wearing many hats. This person enjoys creating order, solving practical problems, supporting a busy team, and following work through to completion. What You Will Do

• Create, format, proofread, and distribute monthly community newsletters.
• Draft and distribute homeowner emails, announcements, reminders, notices, forms, and other routine communications.
• Monitor shared inboxes and ensure messages are answered, routed, tracked, or escalated appropriately.
• Maintain homeowner, tenant, property, vendor, mailing-list, and community records across multiple systems.
• Assist homeowners with portal access, amenity reservations, contact updates, and routine administrative questions.
• Prepare polished letters, spreadsheets, reports, presentations, mail merges, meeting packets, and mailing materials.
• Support board meetings, townhalls, annual meetings, community events, agendas, handouts, sign-in sheets, and follow-up communications.
• Track open tasks, deadlines, homeowner requests, violations, architectural applications, vendor items, and management follow-ups.
• Maintain organized electronic and physical files for each HOA community.
• Assist with routine financial administration, notices, statements, invoices, deposits, and reporting as assigned.
• Troubleshoot routine technology and process issues and help improve recurring office procedures.
• Support the HOA Manager and Director of Operations with scheduling, research, special projects, and changing daily priorities. What We Are Looking For
• Exceptional administrative, organizational, proofreading, and follow-through skills.
• Excellent written and verbal communication with a warm, professional presence.
• Technologically confident and able to learn unfamiliar software and systems quickly.
• Strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and cloud-based file systems.
• Comfort working with databases, homeowner portals, email platforms, accounting software, and design or communication tools.
• Excellent attention to detail, especially with names, addresses, dates, balances, deadlines, and community-specific information.
• Able to shift priorities while keeping unfinished work organized and visible.
• Resourceful, dependable, discreet, receptive to feedback, and interested in growing with the company.
• Good judgment about what can be handled independently and what requires management approval.

Growth Opportunity As proficiency develops, this position may take greater ownership of recurring communications, homeowner service processes, community calendars, vendor coordination, reporting, new-community onboarding, procedure documentation, and future administrative-team training. The scope of the position will grow based on performance, experience, and company needs. Preferred Experience

• Two or more years of administrative, office, property-management, customer-service, or related experience preferred.
• HOA, property-management, real-estate, hospitality, accounting, or executive-support experience is helpful but not required.
• Experience creating newsletters or polished business communications is strongly preferred.

Position Details Schedule:

Full-time, Monday through Friday during regular business hours

Compensation:

$32,000 to $40,000 / per year

Benefits:

Benefits available to eligible full-time employees include medical, dental, and vision insurance; paid time off; paid company holidays; and career growth and professional-development opportunities. How to

Apply:

Submit a résumé to Legacy Heritage HOA for consideration. Legacy Heritage HOA is an equal opportunity employer.

Pay:

$32,000.00 - $40,000.00 per year

Work Location:

In person