Administrative Assistant

Capital Consultants Management Corporation; Bellevue (WA); On-site; USD 52,000 - 65,000; Full time

Job summary

Capital Consultants Management Corporation in Bellevue, WA is looking for an organized assistant to support the HOA management team. You will help prepare budgets, distribute homeowner meeting materials, and process maintenance requests, while assisting with member communications.

The role involves coordinating with vendors, maintaining files in management software, handling dues collection, and supporting board meetings with strong customer service and communication skills.

Qualifications

• High school diploma or GED is required.
• Experience using HOA management software is preferred.
• Excellent customer service and strong verbal/written communication skills are essential.

Responsibilities

• Assist with preparation and distribution of annual budget mailing materials.
• Assist with preparation and distribution of annual homeowner meeting materials.
• Receive and process maintenance requests and track work orders.
• Handle incoming client and vendor calls and escalate to the manager as needed.
• Assist in the collection of monthly Association dues and ACH information.
• Maintain HOA files and update contact information in management software.
• Prepare and distribute welcome packages for new homeowners.
• Facilitate association and vendor mailings.
• Assist in producing an Association newsletter.
• Maintain Association liability insurance records.

Skills

Customer service

Verbal communication

Written communication

Education

High school diploma or GED

Tools

Microsoft Office

HOA Management Software

Job description

General Duties and Responsibilities

• Assist manager with preparation and distribution of annual budget mailing materials
• Assist manager with preparation and distribution of annual homeowner meeting materials
• Receive and process maintenance requests track work orders
• Receive incoming client and vendor calls take appropriate action as needed and keep the manager informed
• Assist with collection of monthly Association dues and ACH information
• Assist in maintenance of homeowner association file and necessary changes to contact information in management software
• Prepare and distribute welcome packages for new homeowners
• Facilitate Association and vendor mailings
• Assist in producing an Association newsletter
• Maintain Association liability insurance book
• Assist in the creation and support of an Association web site for owner access to rules governing documents minutes of meetings newsletter distribution
• Create reports landscape work orders; delinquencies violations out of the management software
• Assist in processing architectural requests
• Assist manager on any special projects
• Maintain Association gate computer
• Assist with review of all Association contracts and preparation of bid specifications as needed
• Assist with any mailings to members as directed by manager
• Assist with preparation and distribution the agenda and packets for board of directors meetings
• Assist the manager with preparation of a monthly management report for the Board of Directors
• Assist in the enforcement of the Association Bylaws CC&Rs Rules and Regulations and Architectural guidelines
• Be able to provide back up support for front desk receptionist corporate

Requirements

• High school diploma or GED

Preferred Skills

• Computer Skills Microsoft Office Internet HOA Management Software
• Excellent Customer Service skills
• Excellent verbal and written communication skills
• Previous experience in homeowner association or property management field is preferred