Growth Opportunity!

Advance HOA Management, Inc., a community association management leader, is seeking a full-time Onsite Administrative Assistant to join our team at Iron Horse HOA, located in Winter Park, Colorado! There are many different projects in our vibrant community, ensuring that no two days will look the same.

FUNCTION AND ROLE: The Adminsitrative Assistant of the Iron Horse Condominiums Association is responsible for assisting with the performance of the maintenance of the physical property of the assigned community in accordance with established company and Board policies and procedures as well as performing and supporting all administrative functions. This position works with the Board of Managers, Community Manager/President, Advance HOA Management, support and accounting staff and other assigned staff, as necessary, to fully assist in the ongoing operation of the community. They will actively support community values, vision, and philosophies, while demonstrating a style of leadership that allows owner needs to be met with a high level of satisfaction.

RESPONSIBILITIES AND DUTIES:

Management

• Acquire and maintain a full working knowledge of all applicable State and Federal Regulation pertaining to common interest communities and of the governing documents of the Association.
• Develop and maintain a professional relationship with the Board of Managers.
• Facilitate and attend Board and Owner Association meetings.
• Enforce use restrictions and regulations of the Association and related facilities.
• Attend all appropriate Advance HOA Management training classes, meetings and seminars as requested.

Administrative and Fiscal

• Assist in the preparation of the annual budgets for each project.
• Review budgets and evaluate ways to improve service and efficiencies.
• Ensure timely and accurate preparation of various weekly, monthly, quarterly, and annual reports.
• Assist in creating and preparing Board of Manager Packets and Agendas.
• Take and prepare minutes of Board meetings.
• Schedule facilities events and maintain calendar of events.
• Update community websites.
• Administer architectural review meetings and outcomes.
• Answer electronic, paper, and telephone correspondence and respond to customer problem resolution issues in a professional and timely manner.

Maintenance

• Evaluate and administer CC&R compliance process.
• Assist community manager in inspecting exterior and interior of common areas.
• Review all contractual services annually and/or as needed.
• Managing vendors including assisting with contracting, observing, procedure adherence, and evaluation.
• Ensure that all procedures are being adhered to for vendors, contractors, service requests, and maintenance form logs.
• Assist in reviewing all contractual services annually and/or as needed.
• Assist Community Manager in managing vendors including assisting with contracting, observing, procedure adherence, and evaluation.

REQUIREMENTS:

Education and Experience

• Associates Degree in Business or Administration or other equivalent experience (preferred).
• Highschool diploma or equivalent (required).
• Experience as an Administrative or Office Manager (preferred).
• Proficient in Microsoft Office Applications (required).
• Proficient in Google Sheets, Google docs, and excel (required).

Knowledge, Skills, and Abilities

• Working legal knowledge pertaining to common interest communities.
• Excellent written and verbal communication skills.
• Ability to multitask and manage priorities in an efficient and accurate manner.
• Innovation and problem recognition and resolution abilities.
• Strong initiative.
• Ability to think critically and make independent decisions based on sound judgment.
• Ability to work effectively and professionally with a diverse range of both internal and external contacts.
• Demonstrate positive and professional demeanor.

Working Conditions

• In addition to regular business hours, this position may require extended hours at night and/or weekends to travel and attend meetings, activities, and events.
• Able to lift up to fifty pounds (required).
• This position will work in an office setting (presence on-site required).

We believe it is a privilege to provide communities with service that exceeds the expectations of the Board and homeowners. Advance HOA Management has found a genuine desire by HOAs in Colorado for a different approach to management and the business model they formed is committed to delivering exceptional services and create a genuine sense of caring for our communities and homeowners. The mission of Advance HOA Management is to enhance every aspect of community and property values and to become long-term, committed, and respected partners with the communities we manage. Everything that we do at Advance HOA Management stems from our mission to enhance the quality of life and property values in the communities we manage, while delivering the highest level of customer service. Visit us at https://www.advancehoa.com/ to learn more.

Job Type: Full-time

Pay: $28.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• Weekends as needed

License/Certification:

• Driver's License (Required)

Work Location: In person