Administrative Assistant

Position Overview

The Administrative Assistant provides administrative and operational support to the Community Manager and Recreation Manager in the daily management of Reedy Fork Ranch. This position is responsible for assisting with resident communications, amenity operations, records management, work order coordination, reservation processing, compliance documentation, website updates, customer service, and general office administration while ensuring timely and professional support to residents, Board Members, vendors, and internal departments.

The Administrative Assistant utilizes CINC, SharePoint, community websites, online reservation systems, and Microsoft Office applications to maintain accurate records, coordinate communications, support community operations, and assist in delivering exceptional customer service.

Core Responsibilities

• Provide administrative support to the Community Manager and Recreation Manager, assisting with daily office operations and community administration.
• Answer and respond to resident inquiries, telephone calls, emails, and visitor requests in a professional and timely manner.
• Prepare, distribute, and maintain community communications, meeting materials, correspondence, records, and documentation.
• Maintain homeowner, property, lease, and community information within CINC, SharePoint, and other company systems while ensuring accurate recordkeeping.
• Create, monitor, and coordinate work orders, resident requests, vendor communications, and follow-up activities.
• Assist with Board meetings, community events, scheduling, calendars, appointments, and reservation administration.
• Support amenity operations, including clubhouse reservations, amenity access, resident requests, and reporting maintenance concerns.
• Assist with compliance-related documentation, lease tracking, record reviews, and community administrative processes as directed by management.
• Coordinate with residents, Board Members, vendors, and internal departments to support community operations and maintain exceptional customer service.
• Maintain confidentiality of homeowner, community, financial, and company information while ensuring compliance with company policies and governing documents.
• Perform additional administrative and operational duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Minimum of 2 years of administrative, office support, customer service, property management, or resident-facing experience preferred.
• Experience with HOA, community association, property management, or amenity administration preferred.
• Experience with CINC, SharePoint, online reservation systems, or similar software preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Strong written, verbal, and interpersonal communication skills.
• Ability to prepare professional correspondence and maintain accurate records.
• Strong customer service skills with the ability to interact professionally with residents, Board Members, vendors, and staff.
• Ability to maintain confidentiality and exercise sound professional judgment.
• Ability to work independently and as part of a team in a fast-paced environment.

Key Skills

• Administrative Support
• Customer Service
• Community Association Administration
• Document & Records Management
• Resident Relations
• Amenity Administration
• Website & Records Management
• Work Order Management
• Calendar & Scheduling Management
• Compliance Documentation
• Written & Verbal Communication
• Organization & Time Management
• Data Entry & Recordkeeping
• Problem Solving
• Attention to Detail
• Microsoft Office Suite
• CINC & SharePoint Systems
• Team Collaboration
• Professionalism & Confidentiality

Work Requirements

• Ability to sit, stand, and work on a computer for extended periods.
• Ability to communicate effectively by phone, email, and in person.
• Ability to move throughout office, clubhouse, and amenity areas as needed.
• Ability to perform routine filing, document management, and office-related administrative tasks.
• Frequent interaction with residents, Board Members, vendors, and community representatives.
• Full-time onsite attendance required.