Onsite Administrative Assistant HOA

Job Description

Job Description

The Onsite Administrative Assistant provides day-to-day administrative, resident, and operational support for the condominium association from an office located within the community. The Administrative Assistant works closely with the Onsite Community Manager to help manage the daily operations of the community, respond to resident needs, coordinate vendors and maintenance activities, maintain records, and ensure that issues are followed up on in a timely manner.

This position serves as an important extension of the Community Manager and provides additional onsite support to help ensure the community is well maintained, residents receive responsive service, and administrative responsibilities are completed efficiently.

Key Responsibilities

Support the Onsite Community Manager

• Work closely with the Onsite Community Manager on the day-to-day operation of the community.
• Assist the Community Manager with daily administrative and operational tasks.
• Help prioritize and track resident requests, maintenance issues, vendor projects, and other outstanding items.
• Provide backup and support to the Community Manager when they are unavailable.
• Assist with follow-up on action items and ensure outstanding matters are communicated to the Community Manager.
• Help maintain the Community Manager's calendar, appointments, inspections, meetings, and vendor schedules.
• Assist the Community Manager with preparing for Board meetings, inspections, and community events.
• Help gather information, documentation, proposals, and other materials requested by the Community Manager or Board.

Resident and Owner Services

• Serve as a friendly and professional first point of contact for residents, owners, guests, and vendors visiting or calling the onsite office.
• Respond to routine resident questions and requests and escalate matters requiring the Community Manager's attention.
• Maintain a log of resident requests and follow up on outstanding issues.
• Assist residents with general association procedures, forms, amenity reservations, parking, access devices, move-in/move-out procedures, and other community-related needs.
• Help communicate updates and information from the Community Manager and association to residents.

Community Operations

• Assist the Community Manager with monitoring common areas and identifying maintenance, cleanliness, safety, or property issues.
• Report issues to the Community Manager and assist with coordinating appropriate follow-up.
• Coordinate access for vendors, contractors, inspectors, and service providers.
• Assist with scheduling routine maintenance and vendor services.
• Track vendor work orders and follow up on outstanding work at the direction of the Community Manager.
• Assist with property inspections and documenting conditions throughout the community.
• Help maintain records of maintenance activities, inspections, vendor visits, and completed work.

Administrative Support

• Maintain organized association records, files, correspondence, work orders, invoices, and other documentation.
• Monitor the onsite office phone, email, and general correspondence.
• Assist with preparing and distributing community notices, newsletters, meeting notices, and other communications.
• Maintain community calendars and schedules.
• Assist with processing invoices, forms, and other administrative documents as directed by the Community Manager.
• Maintain office supplies, forms, keys, access devices, and other onsite materials.
• Assist with data entry and updating association records and resident information.
• Maintain confidentiality of association and resident information.

Board and Association Support

• Assist the Community Manager with preparation for Board meetings and other association meetings.
• Help compile reports, proposals, correspondence, and supporting documentation for the Community Manager and Board.
• Assist with tracking Board action items and follow-up assignments.
• Communicate information to residents as directed by the Community Manager or Board.
• Support the Community Manager in implementing approved Board decisions and community initiatives.

Position Expectations

Because this is an onsite position, the Administrative Assistant is expected to maintain a professional, visible, and approachable presence within the community. The individual should develop a strong working knowledge of the community, its residents, vendors, facilities, and daily operations.

The Administrative Assistant should be proactive in identifying issues, communicating them to the Community Manager, and helping ensure they are followed through to completion. The goal is for the Administrative Assistant and Community Manager to function as a team, with the Administrative Assistant handling routine administrative and operational responsibilities while the Community Manager focuses on management, Board relations, financial oversight, vendor management, compliance, and higher-level resident issues.

Qualifications

• Previous administrative, property management, condominium/HOA, customer service, or office experience preferred.
• Strong organizational and communication skills.
• Professional, friendly, and service-oriented demeanor.
• Ability to manage multiple tasks and priorities.
• Strong attention to detail and follow-through.
• Proficiency with Microsoft Office, email, and general office technology.
• Ability to work independently while closely supporting the Community Manager.
• Ability to maintain confidentiality and exercise good judgment.
• Comfortable interacting with residents, Board members, vendors, contractors, and management personnel.