Administrative Assistant/Receptionist

Job Description

Job Description

Administrative Assistant/Receptionist - Trilogy at Monarch Dunes (Nipomo, CA)

Position Summary:
HOAMCO is seeking a highly organized and proactive Administrative Coordinator to support operations at Trilogy at Monarch Dunes, a premier residential community. This position plays a critical role in managing the design review and rule compliance processes while providing high-level administrative support to the Community Association Manager. The ideal candidate will demonstrate strong judgment, professionalism, and the ability to manage complex administrative functions in a dynamic HOA environment.

Qualifications:

• Associate degree (A.A.) or equivalent from a two-year college, or 6 months to 1 year of related experience and/or training, or an equivalent combination of education and experience
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); ability to quickly learn proprietary HOA software systems.
• Demonstrated ability to write clear, professional communications and reports.
• Strong analytical skills and comfort working with data and financial information.
• Ability to work independently, prioritize effectively, and manage multiple projects under tight deadlines.
• Job skill will be required.

Key Responsibilities:

• Administer and oversee the architectural design review process, ensuring timely processing of applications, attending review meetings, and coordinating follow-up communications.
• Assist with the rule compliance and enforcement program, including tracking violations, preparing documentation, attending hearings, and ensuring resolution in accordance with HOA guidelines.
• Draft, edit, and distribute a wide range of professional correspondence, reports, and association communications with accuracy and discretion.
• Serve as a primary point of contact for homeowners and vendors, delivering exceptional service and timely resolution of inquiries.
• Collaborate with the Community Association Manager on special projects, committee coordination, and community initiatives.
• Perform light accounting and financial tracking tasks in coordination with the corporate accounting team.
• Other duties assigned as needed.

Key Competencies:

• High attention to detail and accuracy
• Exceptional verbal and written communication skills
• Strong interpersonal skills and the ability to manage relationships with professionalism
• Comfortable handling financial and accounting responsibilities with accuracy and discretion
• High level of customer service and responsiveness, with a strong commitment to issue resolution

What We Offer

• Comprehensive benefits package including medical, dental, and vision
• Wellness program
• Flexible Spending Accounts
• Company-matching 401k contributions
• Paid time off for vacation, holidays, medical, and volunteering
• Paid parental leave
• Training and educational assistance
• Support programs, including Employee Assistance Program and Calm Health
• Optional benefits including short- and long-term disability, life insurance, and pet insurance
• Most importantly, a caring team who is dedicated to your success!

Why Join HOAMCO?
Since 1991, HOAMCO has been an industry leader in community association management, currently serving over 600 communities across seven states. We are committed to integrity, service excellence, and a collaborative team culture. At HOAMCO, you’ll be part of a growing organization where your work has a meaningful impact.