HOA Administrative Assistant

Seacrest Services is a trusted provider of property management solutions, dedicated to delivering exceptional service to homeowners associations and their communities. We are seeking a friendly, organized, and professional Administrative Assistant to support the daily operations of a homeowners association. In this vital role, you will work closely with the Property Manager and Board of Directors, serving as a primary point of contact for residents, vendors, and visitors. This is an excellent opportunity to join a collaborative team and make a positive impact on the community.

Responsibilities

• Serve as the first point of contact by answering telephone calls, responding to emails, and greeting residents, vendors, and visitors
• Respond to homeowner inquiries or direct them to the appropriate manager or Board member
• Maintain organized physical and electronic association records
• Prepare meeting agendas, minutes, notices, and other Board meeting materials
• Update homeowner contact information and association directories
• Distribute newsletters, announcements, and notices to homeowners
• Assist with maintaining the HOA website or community portal
• Prepare violation notices, payment reminders, and other official correspondence
• Accurately enter data and maintain association records
• Process invoices and submit them for payment approval
• Track assessment payments and assist with collections or payment plans
• Assist with budget preparation by compiling expenses and vendor costs
• Coordinate maintenance, repair, and landscaping services with vendors
• Maintain vendor contact lists and service contracts
• Track resident work orders and maintenance requests
• Schedule Board and committee meetings, reserve meeting spaces, and distribute meeting reminders
• Assist with community events and annual meetings
• Maintain architectural review applications, submissions, and approvals
• Assist with enforcing community rules and regulations
• Become familiar with the association’s governing documents, bylaws, and rules
• Perform other administrative duties as assigned

Qualifications

• Strong written and verbal communication skills
• Professional, friendly, and customer-service-oriented demeanor
• Excellent organizational and time-management abilities
• Strong attention to detail and accurate data-entry skills
• Effective problem-solving abilities
• Proficiency with Microsoft Word, Excel, and Outlook
• Ability to manage multiple priorities and meet deadlines
• Ability to interact professionally with residents, Board members, vendors, and coworkers
• Previous administrative, HOA, condominium, or property-management experience preferred
• Advanced English communication skills required
• Basic Spanish communication skills preferred

Seacrest Services is an equal opportunity employer. We consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other legally protected status.