HOA Systems Administrator & Systems Specialist

Job Description

Job Description

HOA Systems Administrator & Systems Specialist
Poston Community Management 

Charleston, SC (Relocation Assistance Available)

Compensation: Based on Experience

Employee Benefits:

• Contributes $500 per month toward the cost of all participating employees' personal health insurance

• Provides short-term and long-term disability

• Provides a small life insurance policy

• 10 holidays per year

• 15 personal days per year

• 5 sick days per year

• 401(k) plan with 4% match

What You'll Do

You're the expert we turn to when CINC needs to work flawlessly. You'll own the technical integrity of our platform—from implementation through optimization—ensuring 100+ communities run smoothly and our team gets the support they need to succeed.

This isn't a support desk role. You'll architect solutions, establish standards, solve complex problems, and continuously improve how we use CINC. You'll work independently on projects that directly impact how our entire organization operates.

Core Responsibilities

CINC Mastery & Optimization You're the go-to resource for everything CINC: Core, WebAxis, CEPHAI, Homeowner Portal, Board Portal, mobile apps, communications, reporting, and workflows. You'll maintain database integrity, identify and fix data gaps, establish system standards, and recommend improvements. You'll stay ahead of CINC releases and know new capabilities before the rest of the team does.

Community Implementation You'll own the technical setup for new communities. That means configuring databases with precision, building homeowner records, setting up portals with the right permissions, and validating all system data before go-live. You'll follow our SOPs but also improve them based on what you learn.

Community Transitions When communities move off CINC, you'll ensure a complete, accurate data transfer and maintain documentation that protects the company and our clients.

Training & Knowledge Transfer You'll train new hires on CINC fundamentals and conduct ongoing refreshers when things change. You'll create user guides, training videos, and documentation that actually help people. You'll also train Board members on the Board Portal and create materials for homeowners.

Technical Problem-Solving You're our internal help desk. You'll troubleshoot user issues, escalate to CINC Support when needed, track patterns, and recommend process improvements based on what keeps breaking.

Vendor Partnership You're our primary contact with the CINC team. You'll coordinate support tickets, advocate for our needs, and make sure we're getting the most out of our investment.

Continuous Improvement You'll attend CINCUP annually, evaluate new features, and recommend technology upgrades that'll make our job easier and our operations more efficient.

What You'll Need

Required:

- Minimum 5 years managing HOA/Community Association systems (not just using them—managing them)

- Minimum 3 years administering CINC Systems specifically

- Expert-level knowledge of CINC Core, WebAxis, CEPHAI, Homeowner Portal, and Board Portal

- Advanced Excel and Microsoft Word skills

- Excellent communication—you can explain technical concepts clearly to non-technical people

- Strong organizational abilities—you juggle multiple communities and projects

- Experience training adult learners

- Solid problem-solving approach—you think logically through issues

Preferred:

- You've implemented multiple communities from scratch

- You've written or improved SOPs

- You've managed software implementations

- You understand project management

- You've presented to Boards

What Makes This Role Unique

You'll have autonomy. Once you're established, you won't need someone looking over your shoulder. You'll set the standards. You'll improve the processes. When you find a better way to do something, you'll implement it. You'll get recognized privately for the systems you build and the problems you solve. You'll own something—CINC operates the way it does because of your work.

Core Competencies We're Looking For

Technical expertise, process improvement, clear communication, strong organization, continuous learning, and the ability to train others. You're someone who cares about accuracy and wants systems that work exactly the way they should.