Administrative Assistant-Community Association Management

Job Summary

Provides administrative and clerical support to Community or Portfolio Managers in all areas. Serves as a primary point of contact for homeowners and Board Members. Performs all duties in accordance with Access Management’s policies, processes, and procedures and within the scope of the company’s management philosophy. Bilingual English/Spanish preferred.

Essential Duties & Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

• Receive incoming phone calls and emails and respond as directed or appropriate.
• Draft and send professional correspondence regarding a variety of matters to homeowners, Board Members, committee members, vendors, and other stakeholders in various formats, including letters and emails.
• Provide receptionist coverage as needed.
• Maintain the Portfolio Manager’s schedule, calendar, and files.
• Assist in maintaining the community’s hard-copy files and uploading and organizing documents in Vantaca.
• Maintain a spreadsheet tracking all Architectural Review Committee (ARC) applications and their status. Provide correspondence to committee members and homeowners within 24 hours.
• Communicate with Community Managers regarding the status of ARC applications, with a minimum of weekly follow-up.
• Assist with maintaining the community website, including daily synchronization of Connect with the website and posting monthly committee and Board agendas and minutes as needed.
• Send email blasts as requested by the Manager and Board.
• Maintain accurate and up-to-date homeowner, Board, and committee contact information.
• Assist with the preparation and organization of materials required for Board meetings.
• Receive and respond to homeowner and Board of Director inquiries, both verbal and written, in a professional, efficient, and timely manner.
• Serve as the direct staff liaison for the ARC and Landscape Committees.
• Receive and track ARC submissions, process application payments, attend meetings, prepare agendas and minutes, and send follow-up correspondence to homeowners.
• Assist the Community Manager with preparing, printing, and mailing quarterly newsletters.
• Assist with processing and recording returned ballots for annual meetings and elections.
• Work with the community’s Inspector as needed to support the violation process.
• Assist the Community or General Manager in developing operating budgets for facilities maintenance and monitoring expenditures.
• Assist Community Managers with organizing annual, budget, Board, election, and special meetings in accordance with applicable legal requirements.
• Properly document all homeowner requests and ensure they are processed and followed up on accordingly.
  
  

Additional Responsibilities

• Practice and adhere to Access Management’s Service Standards.
• Conduct business at all times with the highest standards of personal, professional, and ethical conduct.
• Perform or assist with operational duties as required to maintain workflow and meet schedules.
• Participate in meetings and work groups as needed to coordinate activities, communicate issues, obtain approvals, resolve problems, and remain informed of new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing assigned work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform special projects, tasks, and other related duties as assigned.
  
  

Qualifications Education and Experience

• High school diploma or equivalent required.
• Two or more years of administrative, clerical, or office support experience preferred.
• Experience in property management, community association management, homeowners associations (HOAs), or a customer service environment preferred.
• Experience working with homeowners, Board Members, committees, vendors, or other stakeholders is a plus.
• Familiarity with HOA management software, such as Vantaca, and website or communication platforms is preferred.
  
  

Knowledge, Skills, and Abilities

• Strong written and verbal communication skills, with the ability to prepare professional correspondence, meeting agendas, minutes, and other documents.
• Bilingual English/Spanish preferred
• Excellent organizational skills and attention to detail, with the ability to manage multiple tasks, deadlines, and priorities.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel, and the ability to maintain accurate spreadsheets and electronic records.
• Ability to provide professional, courteous, and responsive customer service when interacting with homeowners, Board Members, committee members, vendors, and colleagues.
• Ability to handle confidential information with discretion and maintain accurate and organized records.
• Strong time management skills and the ability to work independently while supporting the needs of the Community or Portfolio Manager.
• Ability to follow established procedures, exercise sound judgment, and escalate issues appropriately.
• Ability to learn and navigate property management software, online portals, and other technology platforms. Vantaca knowledge a plus.
• Ability to prepare for and support meetings, track applications and requests, and follow through on outstanding items in a timely manner.
• Ability to maintain a professional and positive demeanor when handling homeowner concerns, questions, and complaints.
  
  

Professional Competencies

• Customer service orientation and a commitment to providing timely, professional support.
• Strong interpersonal skills and the ability to work effectively with individuals from diverse backgrounds.
• Dependability, accountability, and a proactive approach to assigned responsibilities.
• Flexibility and the ability to adapt to changing priorities and business needs.
• Commitment to maintaining professional and ethical standards in all business interactions.