Administrative Assistant

About the Role

A homeowners association management company is seeking a reliable and organized Administrative Assistant to support its management team and serve as a first point of contact for homeowners. This role sits at the intersection of operations, customer service, and administrative coordination, making it well suited to someone who is equally comfortable managing data entry and handling a high volume of resident inquiries with professionalism and patience.

The Administrative Assistant will support management staff directly - including when managers are traveling - and will play a key role in keeping day-to-day operations running smoothly. Full training on company systems and processes will be provided.

Key Responsibilities

Administrative and Operational Support

• Enter and maintain data in the Caliber property management system, ensuring records are accurate and current

• Update and maintain management reports, tracking the status of active projects and open items across the portfolio

• Keep track of all ongoing projects, flagging items that require follow-up or escalation

• Upload documents to management portals and maintain organized digital records

• Update homeowner and contact information in the system, including email addresses and communication preferences

• Support managers with administrative tasks while they are traveling, ensuring continuity of operations

Homeowner Customer Service

• Handle a high volume of inbound phone calls, particularly during quarterly billing cycles, responding to payment and account inquiries professionally and accurately

• Address common homeowner questions, including payment confirmation, account status, amenity access information (such as clubhouse door codes and key access), and general community inquiries

• Respond to email inquiries and route questions to the appropriate manager when needed

• Provide accurate, helpful, and patient communication to homeowners at all times, regardless of inquiry volume

Qualifications

Required

• Strong administrative and organizational skills with high attention to detail

• Excellent phone manner and verbal communication skills - comfortable handling a large volume of calls with professionalism and composure

• Clear and professional written communication for email correspondence

• Proficiency with standard computer applications and comfort learning new property management systems (Caliber training will be provided)

• Ability to manage multiple tasks simultaneously and prioritize effectively

• Reliable, punctual, and self-directed with the ability to work independently

Preferred

• Prior experience in property management, HOA administration, or a similar customer-facing administrative role

• Familiarity with Caliber or similar property management software

• Experience with basic accounting support tasks, such as account reconciliation or billing follow-up

What We Are Looking For

This role is best suited to someone who genuinely enjoys helping people and takes pride in keeping things organized. Homeowners contact the office with questions that matter to them - whether their payment posted, how to access a community amenity, or who to speak with about an issue - and the Administrative Assistant is often the first voice they hear. Warmth, patience, and accuracy matter as much as efficiency.

You are comfortable with repetitive tasks and understand that consistency is a form of reliability. You follow through, you document your work, and you keep the team informed so that nothing falls through the cracks, even when the manager you support is out of the office.

Requirements

This is a full time role

Up to $6/hr