Community Admin Asst

Part-Time Community Services Assistant

SBB is looking for a Part-Time Community Services Assistant. Reports To Community Manager / Assistant Community Manager. Position Type Part-Time schedule based on office needs. Department Community Operations / Resident Services. Compensation Competitive; commensurate with experience.

Position Summary: The Part-Time Community Services Assistant serves as the welcoming face of the HOA onsite office. This position is central to delivering an exceptional resident experience from the first phone call to the last interaction at the front desk. The ideal candidate is warm, polished, organized, and genuinely enjoys making people feel heard and helped. This role supports the day-to-day administrative and operational functions of the office while serving as a first-line ambassador for community standards, culture, and events. You will work directly alongside the Community Manager and Assistant Community Manager in a fast-paced, high visibility environment that demands professionalism, discretion, and a proactive attitude.

Essential Duties & Responsibilities

• Resident & Customer Service
• Greet residents, guests, and vendors in a friendly and professional manner; serve as the primary face of the onsite office
• Answer incoming phone calls promptly and direct or resolve resident inquiries with accuracy and courtesy
• Provide information regarding community amenities, policies, procedures, events, and HOA governance documents
• Assist residents with navigating community platforms including TownSq and amenity access requests
• De-escalate resident concerns professionally and escalate to management when warranted, with accurate notes
• Respond to general office email correspondence as directed by management
• Administrative & Office Operations
• Maintain a clean, organized, and welcoming office environment at all times
• Perform filing, data entry, document preparation, copying, scanning, and record-keeping duties
• Distribute community information, forms, violation notices, and correspondence as directed
• Coordinate with visiting vendors and contractors log arrivals, verify authorization, and notify appropriate staff
• Assist with mail sorting, package logging, and outgoing correspondence
• Monitor and restock office supplies; notify management of replenishment needs
• Maintain confidentiality of resident records, financial data, and sensitive HOA matters
• Community Events & Communications Support
• Assist with planning logistics, setup, teardown, and staffing support for community events
• Help prepare event materials including flyers, sign-in sheets, name tags, and supply lists
• Assist with posting community communications to social media, digital platforms, and community boards as directed
• Provide on-site presence and resident interaction support during community events when requested
• Technology & Systems
• Operate and learn community management software (TownSq or equivalent HOA platform)
• Utilize Microsoft Office Suite (Word, Excel, Outlook) for daily administrative tasks
• Assist with basic digital communications including email, calendar management, and document sharing
• Learn and use any new systems introduced by management (access control, call box systems, etc.)

Minimum Requirements

• High school diploma or equivalent required
• Minimum 1 year of customer service, receptionist, administrative, or office experience preferred
• Strong verbal and written communication skills clarity, grammar, and professionalism matter
• Basic computer proficiency including Microsoft Office and email
• Dependable, punctual, and able to maintain strict confidentiality
• Ability to multitask calmly and stay organized in a busy, resident-facing environment

Preferred / Differentiating Qualifications

• Prior experience in an HOA, property management, municipal office, or community services role
• Familiarity with HOA management platforms (TownSq or similar)
• Experience handling multi-line phone systems or high-volume front desk environments
• Bilingual (English/Spanish) a plus
• Experience with event coordination or community outreach