HOA Coordinator

Job Description

The HOA Coordinator supports the daily administrative and operational functions of the Homeowners Association. This role serves as a key point of contact for residents, vendors, and internal departments, ensuring accurate recordkeeping, seamless communication, and compliance with association policies and procedures.

Key Responsibilities

• Maintain and update all internal systems, including spreadsheets, forms, resident files (digital and hard copy), mailing lists, directories, and BuildingLink profiles to ensure accuracy and relevance
• Track and manage information related to residents, vehicles, visitors, contractors, pets, occupancy schedules, and sales/resales
• Organize and maintain official Association records, including agendas, meeting minutes, notices, contracts, and affidavits
• Receive and distribute mail across internal departments
• Serve as a primary point of contact for residents, responding to emails, phone calls, and inquiries in a timely and professional manner
• Communicate with realtors, agents, designers, vendors, contractors, insurance companies, and appraisers regarding building policies and procedures
• Send welcome communications to new homeowners, including completed documentation, payment instructions, and key association information
• Coordinate elevator reservations for resident move-ins and move-outs
• Support the Loading Dock and Lifestyle Desk by handling unscheduled visitors, deliveries, and contractor inquiries
• Assist HOA Management with daily property operations and resident relations by coordinating requests and communications
• Ensure smooth coordination between departments for resident services and operational needs
• Verify that all vendor, contractor, and resident insurance requirements are met and properly documented
• Review lease applications, resale packages, and modification requests for completeness before submitting to the Residences Property Manager and Board of Directors for approval
• Maintain and order office supplies for multiple departments, including Lifestyle, Security/Receiving, and Management

Qualifications:
Qualifications

• Strong organizational skills with high attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with property management systems (e.g., BuildingLink) preferred
• Customer-service mindset with a professional and approachable demeanor

Additional Information

About Auberge Collection
Auberge Collection is a portfolio of extraordinary hotels, resorts, residences and private clubs. While each property is unique, all share a crafted approach to luxury and bring the soul of the locale to life through captivating design, exceptional cuisine, innovative wellbeing, and gracious yet unobtrusive service. With 30 one-of-a-kind hotels, resorts, and residences, Auberge invites guests to create unforgettable stories in some of the world’s most desirable destinations.

For more information: auberge.com

Connect with Auberge Collection on Instagram, TikTok, Facebook, and LinkedIn @Auberge and #AlwaysAuberge

About Friedkin
Friedkin is a privately held family of global brands spanning automotive, entertainment, hospitality, investments, and sports.

Founded in 1969 and headquartered in Houston, Texas, the company is led by Chief Executive Dan Friedkin, and united by a mission to build breakthrough brands that redefine the status quo.

The Friedkin portfolio includes Gulf States Toyota, 30WEST, Accelerated Solutions Group, AS Roma, Ascent Automotive Group, Auberge Collection, Congaree, Copilot Capital, Diamond Creek, Everton Football Club, GSFSGroup, Imperative Entertainment, Legendary Expeditions, NEON, Northside Lexus, Pursuit Sports, The Friedkin Group International, USAL and Westside Lexus.

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