FULL-TIME ADMINISTRATIVE PROFESSIONAL

HOA Administrative Assistant
Corporate Office (on-site) - Greenville, SC
Under the regular supervision of the HOA Operations Manager, the HOA Administrative Assistant provides critical administrative and customer service support to Senior Management. This role serves as the primary hub for resident, vendor, and internal communications while ensuring accurate records, organized workflows, and timely completion of office operations. The Administrative Assistant contributes to the smooth operation of HOA communities by implementing administrative processes, supporting board and association activities, and maintaining organized, compliant, and efficient office systems.
The following outlines the primary duties and responsibilities of the HOA Administrative Assistant. This role is essential to the efficient operation of the HOA office, providing administrative, operational, and customer service support to residents, board members, vendors, and internal teams. Customer Service & Communication

Serve as the first point of contact for residents, vendors, and internal staff, in person, by phone, and by email.
Prioritize service: in-person interactions first, then phone, then email.
Respond to emails within 48 hours and ensure proper out-of-office notices.
Answer phones, check voicemail, and return messages within 24 hours.
Assist with routine resident inquiries; Document resident interactions and escalate unresolved issues or complaints.
Administrative Support

facilitate resident payments received in the office.
Maintain and update information in software systems (Enumerate Engage, Strongroom, Outlook, etc.).
coordinate with manager on content and deadlines.
Assist with organizing association meetings, including preparing notices, reports, and follow-up materials.
Review ARC applications for completeness; process fees for applicable communities.
Maintain community calendars and schedule updates in Outlook and Enumerate Engage.
Manage community amenity reservations, including confirming or denying requests, distributing access codes/keys, maintaining accurate and timely communication with residents, and overseeing charges, reimbursements, and cleaning schedules.
Distribute, sell, and program community access devices (fobs, codes, etc.).
Execute mass communications (manager drafts, board approves, admin sends).
Update community websites and File Share documents as directed.
Collections & Financial Support

Escalate owner communication regarding collections and payments.
Prepare meeting materials and distribute follow-up documentation; General Office Operations

Maintain workflow to meet daily and project-based deadlines.
Complete special projects as assigned.
Participate in staff meetings, training, and professional development opportunities.
Order and manage office and community supplies as needed.
Maintain personal and shared office spaces.
Report equipment or operational problems promptly.
Employees in this role handle a variety of administrative and office support tasks, including processing documents, maintaining records, and managing information. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

High school diploma required; 6 months office or related experience preferred.
Proficient in Word, Excel (including formulas), PowerPoint, Outlook, Adobe, internet applications, and HOA-specific software (Strongroom, Enumerate Central and Engage, HomeWise, ClickPay, SouthData, etc.).
Strong organizational, time management, and multi-tasking abilities.
Maintain strict confidentiality regarding resident, board, and company information.
Proficient reading and math skills are required.
The following competencies are essential for successful performance in this role. They reflect the knowledge, skills, behaviors, and personal attributes that enable the Administrative Assistant to handle the responsibilities of the position effectively, maintain strong working relationships, and contribute to the overall success of the HOA and management team.

Demonstrates a strong customer service orientation and effective problem-solving skills in all interactions.
Uses critical thinking and de-escalation skills to handle resident, board, or vendor concerns effectively.
Flexible in a dynamic work environment, able to connect the dots and anticipate needs independently.
Takes ownership of tasks, ensures follow-through, and maintains high accuracy and quality control in administrative processes.
Exhibits strong interpersonal skills and emotional intelligence to communicate effectively with residents, board members, vendors, and colleagues.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Policies and Procedures
The employee in this job must be knowledgeable about the company's policies and procedures as described in the company Employee Handbook.
All full-time employees are eligible to participate in our benefits program. HDHP Health Insurance Plan
PPO Health Insurance Plan
Dental Insurance
Short-Term Disability
Long-Term Disability
Group Life Insurance
Health Savings Account (offered for HDHP plan)