Job Description
Job DescriptionDescription:
Schedule: Monday – Friday, 9:00 AM – 5:00 PM EST
Are you a proactive, detail-oriented professional with a passion for customer service and property operations? We’re looking for an Administrative Associate to join our team and support our Association Managers in delivering exceptional service to our communities.
We are looking for individuals with HOA and condominium management experience, specifically those who have worked directly with a community Board of Directors.
About the Role
You will play a vital role in the daily operations of our properties. This position blends support with operational coordination, requiring strong communication skills, initiative, and a service-first mindset. You’ll be the go-to person for handling homeowner inquiries, coordinating maintenance requests, and ensuring smooth property management processes.
Key Responsibilities
Customer Service (Board- and Client-Facing)
- Serve as a forward-facing point of contact for Board members and homeowners, providing professional, responsive support.
- Answer and screen incoming calls and emails, including Board inquiries, homeowner concerns, and maintenance issues.
- Follow established communication protocols and escalate urgent Board or community matters appropriately.
- Provide timely and professional responses to all inquiries, service requests, and Board directives.
Operations, Meetings & Financial Support
- Prepare, track, and manage service requests, violation letters, and documentation that support Board decisions and community operations.
- Assist with invoice coding, revenue postings, municipal reimbursements, and other financial tasks essential to Board oversight.
- Attend Board meetings as needed, providing administrative support, taking notes, and assisting the Community Manager in addressing Board questions or follow-up items.
- Support team—especially during absences or high-volume periods—by helping ensure Board priorities, deadlines, and meeting prep are completed.
- Process daily action items, mailings, and management software updates in alignment with Board expectations and community needs.
What You Bring
- Ability to adapt and use current and emerging technologies in Property Management.
- Strong initiative and a “get-it-done” attitude.
- Proficiency in Microsoft Office (Excel, Word) and adaptability to property management software.
- Excellent verbal and written communication skills.
- Ability to maintain confidentiality and exercise sound judgment.
- Strong organizational and interpersonal skills.
Why Join Us?
You’ll be part of a collaborative team that values professionalism, service, and growth. This is a great opportunity to build your career in property management while making a meaningful impact on the communities we serve.
Requirements: