Administrative Assistant

About the role

We are seeking a detail-oriented Administrative Assistant to support a Property Manager in a busy HOA/Condominium management office with a strong focus on professional communication, organization, follow-through, and resident service. This role serves as a primary point of contact for homeowners, residents, board members, vendors, contractors, and community partners.

What you'll do

• Managing phone calls, emails, and general communications for the Property Manager and assigned associations
• Preparing correspondence, notices, violation letters, meeting materials, and updates for homeowners, residents, board members, vendors, and contractors
• Creating, submitting, and tracking maintenance work orders, common area service requests, and vendor follow-up items
• Processing homeowner alteration requests and communicating approvals, denials, and needed follow-up documentation
• Preparing board packets, agendas, minutes, owner communications, and meeting materials for HOA and condominium association meetings
• Occasional attendance at annual or special meetings, and onsite visits as required for coordinating contractor access, posting signs, office hours, etc.
• Submitting invoices, check requests, and supporting documentation to Accounts Payable for association expenses
• Maintaining organized records for homeowner inquiries, governing document compliance, vendor proposals, insurance items, and community projects
• Handling confidential owner, board, vendor, and association information with professionalism and discretion

Qualifications

• Minimum 2 years of administrative assistant experience; HOA, condominium, property management, or real estate office experience preferred
• Strong organizational, multitasking, follow-through, and customer service skills
• Excellent written and verbal communication skills, with the ability to communicate professionally with homeowners, board members, vendors, and contractors
• Proficient in Microsoft Office; experience with property management software, work order systems, or association management platforms preferred
• Ability to read and reference association governing documents, rules and regulations, meeting materials, and vendor proposals
• High school diploma or equivalent required; college coursework or related training preferred
• Valid driver’s license required