Administrative Assistant Large Scale HOA

Contempo Homeowners Association; Union City (CA); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Employee discounts

Job summary

Contempo Homeowners Association in Union City is seeking a motivated Administrative Assistant to support operations in a large homeowners association. This full-time position involves providing exceptional customer service to homeowners, managing administrative tasks, and ensuring community operations run smoothly.

The ideal candidate has excellent organizational abilities and is customer-focused, with opportunities for professional growth and mentorship in HOA management. Join us for a rewarding career path.

Qualifications

• Minimum 1–2 years of administrative or customer service experience.
• Professional, positive, and solution-oriented attitude.
• Ability to work independently while contributing to a collaborative team environment.

Responsibilities

• Support the Community General Manager and Assistant General Manager.
• Provide exceptional customer service to homeowners and residents.
• Maintain organized accurate homeowner records and databases.

Skills

Excellent verbal and written communication skills

Strong organizational skills

Proficient in Microsoft Office

Customer service experience

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Benefits

• Employee discounts
• Health insurance
• Paid time off
• Competitive salary
• Dental insurance
• Training & development
• Vision insurance

Position Summary

We are seeking a motivated, organized, and customer-focused Administrative Assistant to join our team at a well-established large scale homeowners association serving 682 homes. This position is ideal for someone who enjoys working with people, has strong administrative skills, and is interested in developing a long‑term career in HOA and community association management.

The Administrative Assistant plays a vital role in supporting the daily operations of the Association by providing exceptional customer service to homeowners, assisting the management team, coordinating administrative functions, and helping ensure the community operates efficiently. This position offers opportunities for professional growth, mentorship, and advancement into HOA Community Management.

Essential Responsibilities

• Support the Community General Manager and Assistant General Manager with daily administrative duties and special projects.
• Provide exceptional customer service to homeowners, residents, vendors, and Board Members.
• Answer the office door during limited office hours, answer phones, emails, and resident inquiries in a professional and timely manner.
• Assist with homeowner correspondence, mailings, notices, newsletters, applications and general community communications.
• Maintain organized accurate homeowner records, scanning, paper- and digital-filing, and updating databases.
• Assist with processing incoming mail, invoices, work orders, and vendor documentation.
• Assist with covenant compliance tracking and homeowner communications.
• Assist with site inspections, parking enforcement, pool and playground inspections.
• Assist with coordination of maintenance requests and communicate with vendors regarding community maintenance and improvement projects.
• Assist with event planning and community engagement activities.
• Maintain confidentiality while handling sensitive homeowner and Association information.
• Perform other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required; associate's degree preferred.
• Minimum 1–2 years of administrative or customer service experience.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Proficient in Microsoft Office (Word, Excel, Outlook); experience with HOA management software is a plus.
• Professional, positive, and solution-oriented attitude.
• Ability to work independently while contributing to a collaborative team environment.
• Strong attention to detail and accuracy.

Preferred Qualities

• Ability to build positive, supportive relationships with homeowners, Board Members, vendors, and coworkers.
• Interest in pursuing a career in community association or property management.
• Willingness to learn about HOA governance, policies, and California HOA laws.
• Adaptability and willingness to take on new responsibilities as the organization grows.

Growth Opportunity

This position is designed for someone who wants more than an administrative role. The successful candidate will receive hands‑on exposure to all aspects of HOA operations, including customer service, governance, budgeting, vendor management, homeowner relations, compliance, and Board support. As experience and skills develop, opportunities may exist to advance.

Schedule

Full‑time

Monday through Friday 8:30 a.m. to 5:00 p.m.

Compensation & Benefits

• Medical, dental, and vision insurance allotment
• Paid vacation and holidays
• Professional development and industry education
• Positive, supportive, learning work environment

If you are highly organized, enjoy serving your community, and are looking for a rewarding career path with opportunities to learn and grow, we encourage you to apply.