Requirements
Strong attention to detail with a high level of accuracy
Highly organized with a clear system for managing tasks and follow-ups
Proven ability to handle multiple responsibilities at once
Consistent follow-through and accountability
Professional communication with residents and vendors
Ability to work independently and manage workload without supervision
Minimum Qualifications
High school diploma or equivalent
3+ years of administrative, office, or customer service experience
Proficiency in Microsoft Office (Outlook, Word, Excel)
Experience with QuickBooks Online
Strong written and verbal communication skills
Ability to manage multiple priorities and meet deadlines
Ability to handle confidential information with discretion
Preferred Qualifications
Experience supporting a property manager, or similar environment
Familiarity with HOA governing documents and processes
Experience preparing meeting materials or minutes
Experience interacting with residents and vendors in a professional setting
Strong computer and internet skills
Bookkeeping & Homeowner Accounts
Process and record homeowner dues payments (check, ACH, etc.)
Accounts payable and accounts receivable
Maintain accurate records in QuickBooks Online and HOA management software
Assist residents and vendors with account-related inquiries (balances, payments, dues)
Identify discrepancies and ensure timely resolution
Administrative Support & Office Operations
Assist the Property Manager with scheduling, task tracking, and follow-ups
Manage incoming/outgoing mail and office correspondence
Provide backup support for answering phones and general office coverage
Association Communications
Draft and distribute notices, letters, and email communications (meeting notices, reminders)
Maintain distribution lists and mailing labels
Meeting Coordination
Coordinate logistics for Board and committee meetings
Prepare meeting packets and materials
Track attendance and distribute follow-up documentation
Type meeting minutes and distribute
Records Management
Maintain organized electronic and paper files (governing documents, contracts, correspondence, minutes, violation files, architectural requests, insurance certificates, etc.)
Scan, archive, and retrieve records as needed
Vendor & Work Order Coordination
Enter and track service requests
Assist with vendor scheduling and access
Obtain proposals as requested
Maintain vendor contact lists and insurance certificates
Follow up on completion and documentation
Architectural Review (ARC/ACC) Support
Receive and log architectural applications
Confirm completeness of submissions
Route applications to appropriate reviewers
Track approvals/denials and communicate outcomes
Compliance Support
Assist with tracking community standards items
Send routine notices as directed via email, robo-calls and website posting
Maintain documentation and compliance records
Owner & Property Data Management
Maintain homeowner rosters and account/contact updates
Track move-in/move-out information as applicable
Front Office / Resident Support
Answer phones and emails; assist with walk-ins as needed
Respond to homeowner and vendor inquiries
Route requests appropriately and track to completion
Confidentiality & Professionalism
Handle sensitive information with discretion
Maintain a professional, neutral, and service-oriented communication style
Additional Duties
Perform other related tasks assigned by the Property Manager
Established residential community management company seeking a highly organized, detail-oriented professional to support office operations, bookkeeping, homeowner accounts, and resident/vendor coordination for a large private residential community consisting of 412 homeowner units.
This is a hands-on, multi-function role for someone who is accurate, accountable, and able to manage responsibilities independently. The position requires strong follow-through and the ability to keep tasks moving without constant direction.
The Administrative Assistant supports the Property Manager by providing responsive customer service to homeowners and residents, maintaining accurate association records, coordinating communications, and assisting with meeting preparation and follow-up.
This role is a key point of contact for routine inquiries and helps ensure the day-to-day administrative operations to run smoothly, professionally, and in accordance with governing documents and established procedures.