Job Description
The Administrative Coordinator 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
Key Responsibilities:
- 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 trackarchitectural 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.
Requirements
- High school diploma or equivalent
- 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.
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We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
