What are the responsibilities and job description for the Office Administrator position at Associa?
Associa is looking for an Office Administrator to join our team. The Office Administrator is a highly visible, community-focused role that serves as a welcoming point of connection for residents and a trusted partner to the Oak Hills HOA Board. This position plays a central role in helping homeowners feel supported and informed by coordinating resident services, managing facility rentals, assisting with compliance matters, and ensuring smooth day-to-day office operations. The Office Administrator helps keep the community connected by managing communications, maintaining accurate records, and delivering friendly, high-quality service.
Benefits Summary:
- World-Class Training
- Additional Income Opportunities
- CAI (Community Association Industry) Course/Designation Assistance
- Paid Time Off/Holidays
- Comprehensive Medical Benefits
- Wellness Incentives
- Mileage Reimbursement
- Company Cellphone
Location:
2085 NW 153rd Ave Beaverton OR 97006
Duties and Responsibilities:
- Community Engagement, Communication & Member Services
- Serve as the primary point of contact for homeowners, renters, and visitors.
- Draft and distribute community announcements, newsletters, and Board communications.
- Maintain accurate homeowner and tenant records across digital systems.
- Support online portals (TownSq and website) including meeting schedules, minutes, voting, and surveys.
- Provide timely support for homeowner inquiries, disputes, and information requests.
- Issue compliance notices and assist in follow-up communication where appropriate.
- Support community events and engagement initiatives, including registrations and outreach.
- Facilities, Amenities & Rental Administration
- Manage scheduling, communication, invoicing, and access for facility rentals.
- Ensure amenities are properly stocked and operational in collaboration with operations staff.
- Oversee visitor and renter access including keycard issuance and recordkeeping.
- Coordinate with staff and vendors for on-site needs related to reservations and HOA programs.
- Monitor conditions within shared amenities and report facility issues.
- Financial & Administrative Operations
- Track and organize invoices, receipts, and expense documentation for approvals.
- Support delinquent account management and homeowner billing communications.
- Prepare Board meeting packets, operational reports, and documentation on schedule.
- Maintain secure and accurate association records, contracts, and resolutions.
- Assist with account reconciliation, expense coding, and coordination with CPA/auditors.
- Create and maintain templates, forms, and administrative workflows.
- Technology Systems & Data Management
- Maintain functionality and data integrity in TownSq and other HOA platforms.
- Support homeowners and Board members with access, permissions, and system onboarding.
- Update HOA website and digital resources with current information, documents, and announcements.
- Utilize Microsoft Bookings and other 365 tools for scheduling and communication.
- Vendor & Facilities Coordination
- Assist in sourcing and onboarding vendors and contractors.
- Coordinate work orders, access, scheduling, and communication with service providers.
- Monitor service delivery and escalate issues to Maintenance Specialist or Board as needed.
- Maintain inventory of office and amenity supplies and place replenishment orders.
Qualifications:
- 3 years of experience in a customer-facing role required.
- Experience in property management, HOA administration, residential services, or municipal/community-facing operations strongly preferred.
- Familiarity with HOA governance, compliance, and community standards a plus.
- Proficiency in Microsoft 365 required including Outlook, Excel, PowerPoint, and Bookings.
- Strong preference for candidates experienced with Weebly (or similar).
- Skilled at drafting communications, updates, and event/announcement content.
- Strong organizational skills with the ability to manage multiple priorities independently.
- Excellent written and verbal communication skills with a high level of professionalism.
- Commitment to confidentiality, integrity, and service excellence