Administrative Assistant to HOA Manager

Job Summary:

The Administrative Assistant to the HOA Manager provides essential support to the Homeowners Association (HOA) Manager in managing the day-to-day operations of the community. This role involves handling various administrative tasks, maintaining records, coordinating communications between homeowners and the HOA board, and assisting in the planning and execution of community events and meetings.

Key Responsibilities:

Administrative Support:

• Assist the HOA Manager in daily office tasks, including answering phone calls, responding to emails, and managing correspondence.
• Maintain and organize homeowner records, including contact information, dues payments, and compliance reports.
• Prepare and distribute meeting notices, agendas, and minutes for HOA board meetings and community meetings.
• Manage the HOA Manager’s calendar, scheduling appointments, meetings, and inspections.

Communication:

• Serve as a point of contact for homeowners, board members, and vendors, providing prompt and courteous responses to inquiries.
• Draft and distribute community newsletters, announcements, and other communications as directed by the HOA Manager.
• Coordinate with vendors for community maintenance and repairs, ensuring timely and efficient service delivery.

Document Management:

• Maintain accurate records of all HOA documents, including governing documents, meeting minutes, contracts, and insurance policies.
• Assist in the preparation of annual reports, budgets, and financial statements.
• Ensure that all HOA records are stored securely and are accessible to the HOA Manager and board members as needed.

Event and Meeting Coordination:

• Assist in planning and coordinating community events, such as annual meetings, social gatherings, and board elections.
• Handle logistics for meetings, including venue arrangements, attendee notifications, and setup/cleanup.
• Take detailed minutes during HOA board meetings and distribute them to appropriate parties.

Financial Assistance:

• Process and record payments from homeowners, including dues and special assessments.
• Assist in managing the HOA’s accounts payable and receivable, including tracking expenses and generating invoices.
• Support the HOA Manager in the preparation of the annual budget and financial reports.

Compliance and Governance:

• Monitor compliance with HOA rules and regulations, documenting violations and communicating with homeowners as necessary.
• Assist in the enforcement of community guidelines and standards, including coordinating with legal counsel as directed by the HOA Manager.
• Stay updated on state and local regulations affecting homeowners associations and advise the HOA Manager of any changes.

Qualifications:

• Education: High school diploma or equivalent; Associate’s degree or certification in office administration is preferred.
• Experience: Minimum of 2 years of administrative experience, preferably in property management or a related field.
• Skills:
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• Attention to detail and problem-solving abilities.
• Ability to work independently and as part of a team.
• Familiarity with HOA operations and governance is a plus.

Working Conditions:

• Office environment with occasional visits to community sites.
• Occasional evening or weekend work may be required for assistance at meetings or events.