Position Overview

The Administrative Support Specialist in a Homeowner Association (HOA) Management Office provides essential administrative support to ensure the smooth operation of the association. This role involves handling communications with homeowners, organizing meetings, managing documentation. The ideal candidate is highly organized, detail-oriented, and skilled in managing multiple tasks in a dynamic environment.

Key Responsibilities

1. Administrative Support:

   • Perform general clerical duties including filing, typing, copying, scanning, and faxing.
   • Handle incoming and outgoing mail and packages, including check processing
   • Maintain and update electronic and physical filing systems.

2. Communication:

   • Serve as the primary point of contact for homeowners.
   • Respond to homeowner inquiries and concerns via phone, email, and in person.

3. Office Management:

   • Maintain office supplies and equipment.
   • Ensure the office is well-organized and professional.
   • Liaise with facility management for office maintenance and repairs.

4. Data Management:

   • Maintain and update homeowner records and association databases.
   • Handle data entry and ensure accuracy of records.

5. Support to HOA Management:

   • Provide administrative support to HOA managers.
   • Handle special projects as assigned by the management.
   • Assist in the preparation and distribution of HOA documents

Qualifications

• Education: High school diploma or equivalent
• Experience: Minimum of 2 years of administrative support experience
• Skills:
  • Proficiency in MS Office (Word, Excel, PowerPoint, and Outlook).
  • Excellent time management and organizational skills.
  • Strong attention to detail and problem-solving abilities.
  • Effective written and verbal communication skills.
  • Ability to handle confidential information with discretion.

Competencies

• Customer Service Orientation: Demonstrates a commitment to providing excellent customer service; responds promptly to homeowner needs.
• Professionalism: Exhibits a professional demeanor; treats others with respect and consideration.
• Adaptability: Flexible and adaptable to changing priorities and workloads; able to handle unexpected events.
• Dependability: Reliable and punctual; follows through on commitments and tasks.

Work Environment

• This position operates in a professional office environment.
• The role frequently uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
• May occasionally require lifting items up to 25 pounds.

Benefits

• Competitive salary and benefits package.
• Opportunities for professional development and career growth.
• Health, dental, and vision insurance.
• Paid time off and holidays.

Application Process

Interested candidates should submit a resume and cover letter detailing their qualifications and experience. Applications will be reviewed on a rolling basis until the position is filled.