Consultant

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities.

About the role

Primarily responsible for project coordination and administrative support for community infrastructure, compliance, and management transition initiatives. Serves as a central point of coordination among the Board, management, contractors, consultants, vendors, attorneys, and regulatory agencies.

Responsibilities

• Coordinate communication among the Board of Directors, onsite management, engineers, consultants, contractors, attorneys, vendors, and regulatory agencies.
• Schedule and support virtual meetings, including preparing agendas, distributing materials, documenting notes, and tracking follow-up items.
• Maintain project calendars, timelines, trackers, and documentation systems.
• Support coordination of infrastructure projects, including gas line remediation, pond repairs, bridge repairs, asphalt repairs and replacements.
• Distribute and track requests for proposals; organize vendor responses and documentation.
• Compile and organize project summaries and reports provided by consultants and engineers.
• Track and maintain documentation of active gas leaks and repair activities.
• Coordinate scheduling and communication with onsite staff and contractors.
• Maintain records of inspections, work orders, and contractor updates.
• Assist in preparing status updates for board and committees.
• Maintain organized compliance documentation related to infrastructure and gas system requirements.
• Track deadlines for inspections, filings, and regulatory obligations.
• Coordinate documentation for:
  • Annual gas leak surveys
  • Utility meter exchange schedules
  • Department of weights and measures inspections
  • MHP-related filings
• Support preparation of documentation for regulatory submissions.
• Coordinate communication with consultants, contractors, and regulatory agencies.
• Provide administrative support for onboarding incoming management staff.
  • Organize and transfer project records, compliance documentation, and vendor information.
  • Maintain continuity by ensuring records are organized and accessible.
• Coordinate virtual and hybrid meetings for finance, recreational, and architectural committees.
  • Prepare material, document discussions, and track follow-up items.
  • Maintain organized committee records.
• Assist in drafting monthly newsletter updates related to infrastructure projects.
• Prepare and distribute community communications (e-blasts, notices) as directed.
• Maintain records of all communications.
• Coordinate review of communications with manager and legal counsel when required.
• Assist with coordinating communications with public agencies and officials.
• Maintain documentation of outreach and communications.
• Support research related to potential grants or funding opportunities.
• Prepare reports and written updates for Board and committee meetings.
• Attend meetings virtually and onsite as needed.
• Document meeting discussions, decisions, and action items.
• Perform other duties as directed.

Requirements

• High school diploma or GED and five (5) years of full time, paid, professional experience in project coordination, administrative support, HOA/community management, construction coordination, or a related function.
• Valid driver’s license.

Skills

• Project coordination, administrative support, records management, regulatory compliance tracking, and HOA operations.
• Strong proficiency in Microsoft Office Suite and virtual collaboration platforms.
• Organization, project coordination, communication, stakeholder engagement, document management, research, and report preparation.
• Strong proficiency in Microsoft Office, Teams, and Zoom.
• Ability to manage multiple projects and deadlines simultaneously.
• Ability to build effective relationships with internal and external stakeholders.
• Ability to work independently while exercising sound judgment and maintaining confidentiality.
• Ability to prepare accurate documentation, reports, and communications while maintaining compliance with established requirements.

Schedule

• Must be able to work in the evening and weekends as needed for meetings.

Physical Demands & Work Environment

• Sitting for extended periods and using a computer keyboard and standard office equipment.
• Ability to lift up to 25 pounds as needed.
• Ability to walk community areas, including sloped or flat terrain, to visually review landscape, building areas, recreation facilities, parks, and related property areas.
• Ability to work evenings as needed to attend meetings, including board meetings or project-related sessions.