Administrative Assistant

Job Description

Job Description

Ready to make a real difference in the communities you serve? As an Administrative Assistant, you'll be a key partner to homeowners, Board Members, and vendors, helping each community run smoothly and thrive. Working closely with the Community Manager, you'll coordinate daily operations, respond to resident needs, manage projects, and support Board initiatives that directly enhance the quality and value of the neighborhoods we're proud to call our own.

This role is perfect for someone who's highly organized, loves building relationships, and thrives in a fast-paced environment where every day brings something new. You'll join a collaborative team that values ownership, creative problem-solving, and outstanding customer service, all while growing your career in community association management and helping create communities that residents are proud to call home.

$50,000 - $54,000 yearly

Community Operations & Administrative Support

• Partner with the Community Manager to oversee the day-to-day operations of assigned communities, ensuring a high level of service and organization.

• Maintain accurate and up-to-date homeowner records, governing documents, correspondence, contracts, and community files.

• Prepare reports, correspondence, and administrative documents while ensuring timely follow-up on outstanding items.

• Support special projects and initiatives that enhance community operations and resident satisfaction.

Board & Resident Communication

• Serve as a professional point of contact for homeowners, Board Members, and vendors, delivering responsive and solution-oriented customer service.

• Draft, coordinate, and distribute community communications, including newsletters, notices, meeting announcements, and policy updates.

• Build positive relationships with stakeholders by providing timely information and maintaining open lines of communication.

Board Meeting & Governance Support

• Coordinate and attend Board Meetings, Annual Meetings, and other Association events as required.

• Prepare meeting agendas, management reports, resolutions, and supporting documentation.

• Record and distribute meeting minutes and ensure action items are tracked through completion.

• Assist Boards in implementing decisions while ensuring compliance with governing documents and established procedures.

Community Standards & Compliance

• Support the enforcement of Association governing documents, rules, and architectural standards in a fair and consistent manner.

• Conduct follow-up on violations and work collaboratively with homeowners to achieve voluntary compliance whenever possible.

• Maintain accurate compliance records and coordinate with legal counsel or vendors when appropriate.

Vendor & Project Coordination

• Coordinate with contractors and service providers to schedule maintenance, repairs, inspections, and community improvement projects.

• Solicit, compare, and evaluate vendor proposals to help identify cost-effective and high-quality solutions.

• Monitor vendor performance and ensure contracted services are completed in accordance with Association expectations.

Financial & Budget Administration

• Assist with the preparation of annual budgets, financial reports, and Board presentation materials.

• Review and process invoices, verify coding, and coordinate vendor payments in accordance with Association policies.

• Support assessment collection efforts by monitoring delinquent accounts and coordinating with collection agencies or legal counsel as directed.

• Help Boards make informed financial decisions by providing organized and accurate financial information.

Homeowner Experience

• Respond to homeowner inquiries, requests, and concerns with professionalism, empathy, and a commitment to excellent customer service.

• Facilitate the resolution of resident concerns and neighbor disputes while promoting positive community relationships.

• Provide guidance on Association policies, procedures, and available resources to enhance the homeowner experience.

Records Management

• Maintain organized electronic and physical records, including resident information, financial documents, contracts, governing documents, and Board records.

• Ensure documentation is accurate, confidential, and readily accessible for operational and compliance needs.

Emergency & Risk Management

• Support the Community Manager in responding to emergencies, service interruptions, and other unexpected events affecting the community.

• Coordinate communication with Board Members, residents, vendors, and emergency service providers during critical situations.

• Assist in documenting incidents and following through on recovery efforts to minimize disruption to the community.

Professional Growth & Team Collaboration

• Work collaboratively with Community Managers and internal departments to deliver exceptional service and achieve company objectives.

• Continuously develop industry knowledge and management skills while embracing opportunities for professional growth and advancement.

• Demonstrate accountability, adaptability, and a proactive approach to problem-solving in a fast-paced environment.

• High school diploma or GED required; Associate's or Bachelor's degree in Business Administration, Communications, Property Management, or a related field preferred.

• 1-3 years of experience in customer service, administrative support, office management, property management, or a related professional environment.

• Exceptional written and verbal communication skills with the ability to interact professionally with homeowners, Board Members, vendors, and colleagues.

• Strong organizational and time management skills with the ability to prioritize multiple projects and meet deadlines.

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and Teams) and the ability to quickly learn new software platforms.

• Excellent attention to detail and a commitment to producing accurate, high-quality work.

• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

• Valid driver's license and reliable transportation for travel to community meetings and site inspections as needed.

CAMCO Property Management is an equal-opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances. All offers of employment with CAMCO Property Management are contingent upon a satisfactory background check.