Office Administrator

Job Description

Associa is looking for an Office Administrator to join their team. The Office Administrator serves as a welcoming point of connection for residents and a trusted partner to the Oak Hills HOA Board. This role plays a central role in supporting homeowners by coordinating resident services, managing facility rentals, assisting with compliance matters, and ensuring smooth day-to-day office operations.

Benefits Summary

• World-Class Training
• Additional Income Opportunities
• CAI (Community Association Industry) Course/Designation Assistance
• Paid Time Off/Holidays
• Comprehensive Medical Benefits
• Wellness Incentives
• Mileage Reimbursement
• Company Cellphone

Duties and Responsibilities

• Serve as the primary point of contact for homeowners, renters, and visitors.
• Draft and distribute community announcements, newsletters, and Board communications.
• Maintain accurate homeowner and tenant records across digital systems.
• Support online portals (TownSq and website) including meeting schedules, minutes, voting, and surveys.
• Provide timely support for homeowner inquiries, disputes, and information requests.
• Issue compliance notices and assist in follow-up communication where appropriate.
• Support community events and engagement initiatives, including registrations and outreach.
• Manage scheduling, communication, invoicing, and access for facility rentals.
• Ensure amenities are properly stocked and operational in collaboration with operations staff.
• Oversee visitor and renter access including keycard issuance and recordkeeping.
• Cookordinate with staff and vendors for on-site needs related to reservations and HOA programs.
• Monitor conditions within shared amenities and report facility issues.
• Track and organize invoices, receipts, and expense documentation for approvals.
• Support delinquent account management and homeowner billing communications.
• Prepare Board meeting packets, operational reports, and documentation on schedule.
• Maintain secure and accurate association records, contracts, and resolutions.
• Assist with account reconciliation, expense coding, and coordination with CPA/auditors.
• Create and maintain templates, forms, and administrative workflows.
• Maintain functionality and data integrity in TownSq and other HOA platforms.
• Support homeowners and Board members with access, permissions, and system onboarding.
• Update HOA website and digital resources with current information, documents, and announcements.
• Utilize Microsoft Bookings and other 365 tools for scheduling and communication.
• Assist in sourcing and onboarding vendors and contractors.
• Cookordinate work orders, access, scheduling, and communication with service providers.
• Monitor service delivery and escalate issues to Maintenance Specialist or Board as needed.
• Maintain inventory of office and amenity supplies and place replenishment orders.

Requirements

• 3+ years of experience in a customer-facing role required.
• Experience in property management, HOA administration, residential services, or municipal/community-facing operations strongly preferred.
• Familiarity with HOA governance, compliance, and community standards a plus.
• Proficiency in Microsoft 365 required including Outlook, Excel, PowerPoint, and Bookings.
• Strong preference for candidates experienced with Weebly (or similar).
• Skilled at drafting communications, updates, and event/announcement content.
• Strong organizational skills with the ability to manage multiple priorities independently.
• Excellent written and verbal communication skills with a high level of professionalism.
• Commitment to confidentiality, integrity, and service excellence.