Property Assistant

About the role

The role of the Property Assistant is to support the daily administrative operations of a master-planned community on the residential HOA side of the company. The person in this role is highly organized, customer-focused, and able to prioritize multiple responsibilities while maintaining a positive and professional demeanor. This position serves as a key point of contact for residents, Board members, vendors, and community partners, providing exceptional customer service and administrative support in a fast-paced office environment.

Responsibilities

• Provide administrative support to the Community Association Manager (CAM) and on-site management team.
• Complete assigned administrative projects independently and collaboratively.
• Prepare, edit, and distribute professional correspondence, reports, notices, newsletters, and community communications.
• Maintain organized electronic and physical filing systems.
• Assist with document management, record retention, and data entry.
• Coordinate office operations and support day-to-day community activities.
• Deliver exceptional customer service to residents, Board members, vendors, and guests.
• Serve as the primary point of contact for resident inquiries and requests.
• Answer and direct incoming telephone calls in a professional and courteous manner.
• Respond to emails and correspondence promptly and accurately.
• Maintain confidentiality while handling sensitive resident and association information.
• Assist with Board meeting preparation, including assembling meeting packets and supporting materials.
• Prepare and distribute community notices and meeting communications.
• Support community events and resident engagement activities as needed.
• Coordinate scheduling and logistics for meetings and community functions.
• Utilize Microsoft Office applications, including Word, Excel, and Outlook, to manage daily responsibilities.
• Maintain accurate records and databases.
• Generate reports and track administrative projects as requested.
• Learn and effectively use association management software and internal systems.

Requirements

• Minimum one (1) year of professional administrative experience.
• Strong organizational and time-management skills.
• Ability to prioritize multiple tasks while managing frequent interruptions.
• Excellent customer service skills.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Word, Excel, Outlook, and other standard office applications.
• Ability to maintain professionalism in an executive and resident-focused environment.
• High attention to detail and accuracy.
• Experience working in a homeowner’s association (HOA), community management, property management, or customer service environment preferred.
• Experience supporting leadership teams, Board members, or executive-level professionals preferred.

Physical Requirements

• Lifting: Ability to occasionally lift and carry up to 25 pounds.
• Mobility: Ability to sit, stand and walk for extended periods.
• Working conditions: Work performed primarily in an office setting; occasional outdoor exposure.
• Extended Sitting or Standing: Ability to sit and/or stand for extended periods.
• Manual Dexterity: Ability to perform repetitive hand and wrist movements associated with computer use.
• Driving: Ability to operate a vehicle to perform certain job functions. (We will request and review an MVR at the time of hire and on a periodic basis thereafter to ensure that employees maintain a satisfactory driving status.)