What are the responsibilities and job description for the Administrative Assistant position at Spaces Management?
About the Role
Spaces Management is seeking a highly organized and customer-focused Administrative Assistant to support our Homeowners Association (HOA) Department. This position plays a key role in providing administrative, operational, and customer service support to Community Association Managers while serving as a primary point of contact for homeowners, board members, and vendors.
The ideal candidate is detail-oriented, professional, able to manage multiple priorities, and committed to delivering exceptional customer service in a fast-paced environment.
Responsibilities
- Provide administrative support to Community Association Managers and department leadership.
- Respond to homeowner, board member, and vendor inquiries by phone, email, and in person.
- Prepare and distribute notices, correspondence, meeting materials, and reports.
- Maintain homeowner, vendor, and association records within management software.
- Assist with scheduling board meetings, annual meetings, and committee meetings.
- Coordinate meeting logistics, agendas, calendars, and important deadlines.
- Process architectural review applications and maintain approval records.
- Assist with covenant enforcement tracking and compliance-related correspondence.
- Create and track work orders, vendor requests, and service proposals.
- Support homeowners with account inquiries, payment resources, and general association requests.
- Maintain organized files, governing documents, and department records.
- Assist with special projects and other administrative duties as assigned.
Qualifications
- High school diploma or equivalent required; associate degree preferred.
- 1–2 years of administrative, customer service, or office experience.
- HOA, property management, real estate, or multifamily housing experience preferred.
- Proficiency in Microsoft Office (Word, Excel, Outlook, and Teams).
- Experience with property management software such as AppFolio, HomeWise, or similar is a plus.
- Strong communication, organization, and time management skills.
- Ability to handle confidential information with professionalism and discretion.
What We're Looking For
- Exceptional customer service skills
- Strong attention to detail and organization
- Ability to prioritize and manage multiple tasks
- Professional written and verbal communication
- Problem-solving mindset
- Dependable team player with a positive attitude
If you enjoy helping people, staying organized, and supporting thriving communities, we'd love to hear from you.
Pay: $16.00 - $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Salary : $16 - $20