The Role: Partner alongside our Association Community Managers to assist with our portfolio of Homeowner Associations and provide office support services. The Administrative Assistant will handle homeowners' calls, solicit bids, draft letters and email communications, prepare HOA demands and escrow documentation to lenders, track service requests and follow-up, update records and files.
Attributes:
Willing to pick up the phone and find the answer when needed
Genuine interest in helping people, whether colleague or client
Have a basic knowledge of governing and escrow documents
Have impeccable attention to detail
A team player who is constantly learning and genuinely loving the challenge of work
Excellent communicator both written and oral
Enjoys problem-solving and conflict resolution
Highly organized with proficient time management skills
Enjoy the challenge of multi-tasking between several projects at a time and prioritizing independently
Thrive throughout your day even if it’s not the accomplishment that you intended for that day
Enjoy an open and collaborative style workplace
Able to remain calm and work positively under pressure
Eager to learn new things and progress within a promote-from-within company
Has Homeowners Association Experience
Responsibilities:
Assist in preparing, scanning, and distributing Board and Annual Meeting Agenda Package
Field phone calls and respond to inquiries from homeowners and vendors
Regularly Membership directory, calendars, and records of the Association
Assist in completing documentation to escrow for property transfers and refinancing
Maintain HOA calendar for inspections, renewals of insurance, and meeting dates
Communicate with vendors at the direction of management to obtain bids for HOA maintenance
Create vendor work order, track completion, and follow up where necessary
Assist with monthly or quarterly inspection of building facilities and/or association property
Distribute monthly HOA financial statements and annual Disclosure and Annual Budgeting notifications to membership
Send out Welcome Packets to all new owners
Review, sort, and store files received from newly acquired HOA’s; set up new folders with retained information
Outline Governing Document provisions to create HOA Profile for ease of reference
We're effective, honest, and fun, and we want you to be too!
So, here are a couple of questions for you
Are you open to exploring new ways to find the solutions we need to ensure our Community Manager’s success?
Are you willing to think like an owner and prioritize doing the right thing for our clients?
Do you take your work seriously and put yourself into everything you deliver?
And, at the same time, do you remember not to take yourself too seriously?
You can tell the answers we're looking for. So, you should have a pretty good idea of what it takes to fit right in here. But what’s in it for you?