Administrative Assistant

Associa; Lewes (DE); On-site; USD 23,000 - 26,000; Full time

Job summary

Associa is seeking an Administrative Assistant to manage phones, emails, and written correspondence for homeowners, vendors, and board members. The role requires 1+ year of corporate front desk admin experience, strong communication, and MS Office skills.

Hours are Monday–Thursday 8:30am–5:00pm and Friday 8:30am–4:00pm, with occasional Saturday or evening meetings. The position supports daily HOA operations, including record maintenance, meeting preparations, and processing payments and notices.

Qualifications

• High School diploma or GED required.
• 1+ year corporate front desk admin experience required.
• Excellent communication and customer service skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Responsibilities

• Answer phones, respond to emails, and manage communications.
• Assist with resale and certificate procedures.
• Enter and update homeowner and community data in the database.
• Prepare meeting folders and materials for managers.
• Schedule meeting locations and ensure room setup for meetings.
• Process invoices and notices to owners and handle payments.

Skills

Excellent communication

Customer service

Proactive

Attention to detail

Follow-up skills

Team oriented

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

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. To learn more, visit www.associaonline.com.

Job Description

The Administrative Assistant will manage all phone, email, and written correspondence to homeowners, vendors, members of the board of directors, committee members, and internal staff.

1+ year of corporate front desk admin, office assistant, or administrative assistant experience is required.

Work hours:

Monday thru Thursday: 8:30am - 5:00pm

Friday: 8:30am - 4:00pm

An occasional Saturday or evening may be required for board meeting or annual meeting attendance.

Daily tasks:

• Answer phones, respond to phone calls and manage emails. Follow-up with home owners and board members as needed.
• Assist with resale and certificate procedures.
• Enter and update homeowner and community information in the database.
• Fax, file, and scan documents.
• Follow-up oninvoices, accounts payable, and notices to owners.
• Assist homeowners in filing out Architectural Review forms.
• Type and send out HOA violation notices to homeowners. Track, log in system, copy and mail.
• Process account credits or charges and change of address for residents.
• Prepare all meeting file folders for managers.
• Prepare proxy sheets, proxy log sheet, sign in sheets (make sure there were no changes in owners before the meeting).
• Schedule meeting locations and ensure the room is set-up for board and homeowner meetings.
• Prepare meeting packets for mailings for board and owner meetings.
• Set up new property files.
• Code and process special assessment payments and regular payments for properties, repairs and maintenance, insurance, legal, keys, gates, parking passes, refund checks, developer contribution, pet registration, clubhouse rental (where applicable), arch. Design, vending machines/laundry, etc.
• Other duties as assigned
  
  

Pay rate: $17-$19 an hour.

Requirements

• High School Diploma or GED Required.
• 1+ year of corporate front desk admin, office assistant, or administrative assistant experience is required.
• Excellent communication skills, written and spoken.
• Customer service driven and team oriented.
• Proactive and takes the initiative with strong attention to detail and follow-up skills.
• Well versed in utilizing Microsoft Office Suite (Word, Excel, and Outlook).
• Systems savvy.
  
  

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.