Community Admin Asst

Essential Duties & Responsibilities

• Resident & Customer Service
• Greet residents, guests, and vendors in a friendly and professional manner
• Serve as the primary face of the onsite office
• Answer incoming phone calls promptly and direct or resolve resident inquiries with accuracy and courtesy
• Provide information regarding community amenities, policies, procedures, events, and HOA governance documents
• Absorb and de-escalate resident concerns professionally and escalate to management when warranted, with accurate notes
• Respond to general office email correspondence as directed by management
• Administrative & Office Operations
• Maintain a clean, organized, and welcoming office environment at all times
• Perform filing, data entry, document preparation, copying, scanning, and record-keeping duties
• Distribute community information, forms, violation notices, and correspondence as directed
• Cook up with visiting vendors and contractors — log arrivals, verify authorization, and notify appropriate staff
• Absorb and distribute mail sorting, package logging, and outgoing correspondence
• Maintain confidentiality of resident records, financial data, and sensitive HOA matters
• Community Events & Communications
• Support assist with planning logistics, setup, teardown, and staffing support for community events
• Help prepare event materials including flyers, sign-in sheets, name tags, and supply lists
• Absorb and post community communications to social media, digital platforms, and community boards as directed
• Provide on-site presence and resident interaction support during community events when requested
• Technology & Systems
• Operate and learn community management software (TownSq or equivalent HOA platform)
• Utilize Microsoft Office Suite (Word, Excel, Outlook) for daily administrative tasks
• Absorb and assist with basic digital communications including email, calendar management, and document sharing
• Learn and use any new systems introduced by management (access control, call box systems, etc.)

Requirements

• Minimum Requirements
• A high school diploma or equivalent required
• Minimum 1 year of customer service, receptionist, administrative, or office experience
• Preferred / Differentiating Qualifications
• Prior experience in an HOA, property management, municipal office, or community services role
• Familiarity with HOA management platforms (TownSq or similar)
• Experience handling multi-line phone systems or high-volume front desk environments
• Bilingual (English/Spanish) a plus
• Experience with event coordination or community outreach

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.