Community Admin

HOA Talent; Houston (TX); On-site; USD 34,000 - 46,000; Full time

Job summary

HOA Talent is seeking an On-Site Administrative Assistant to provide administrative, customer service, and operational support to the Community Manager and Board of Directors for a Houston-area community.

This in-office role handles records, communications, and service requests with a focus on professional homeowner interactions. Strong emphasis on organization, vendor coordination, and budget support; benefits include PTO and paid holidays.

Qualifications

• High school diploma or equivalent required; additional administrative or business education preferred.
• Experience in admin, customer service, or community association management preferred.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Ability to learn community management software and homeowner portals.
• Excellent organizational skills and attention to detail; ability to manage multiple priorities.
• Professional demeanor and collaborative with homeowners, Board, vendors, and staff.

Responsibilities

• Greet homeowners, residents, vendors, and visitors in a professional manner.
• Answer calls/emails; assist with homeowner inquiries.
• Process service requests and direct to staff as needed.
• Maintain a 24-hour response expectation for communications when applicable.
• Assist homeowners with accessing the community portal and information.
• Maintain organized electronic and physical association records.
• Prepare correspondence, notices, and meeting materials.
• Assist scheduling Board meetings, annual meetings, and events.
• Prepare and distribute meeting packets and agendas.
• Track action items and follow up on tasks.
• Coordinate vendors, maintenance requests, and work orders.
• Monitor status of open service requests and provide updates.
• Assist with deed restriction notices and architectural control submissions.
• Conduct administrative follow-up on projects and maintenance.
• Assist with invoice intake, coding, and approvals; maintain records.
• Support budget preparation and financial report distribution.
• Refer accounting questions to the appropriate department.
• Provide admin support to the Board; prepare updates and calendars.
• Maintain confidentiality of information; follow policies and standards.

Skills

Communication skills

Organizational skills

Customer service

Multitasking

Professional demeanor

Teamwork

Education

High school diploma

Administrative/business education

Tools

Microsoft Office

Outlook

Word

Excel

Community software

Job description

On-Site Administrative Assistant

Community Association Management

Position Summary

The On-Site Administrative Assistant provides administrative, customer service, and operational support to the Community Manager and Board of Directors. This position serves as a primary point of contact for homeowners, assists with the daily operations of the community, and helps ensure that association records, communications, and service requests are handled accurately and professionally.

Essential Duties and Responsibilities

Homeowner and Customer Service

• Greet homeowners, residents, vendors, and visitors in a professional and courteous manner.
• Answer telephone calls, respond to emails, and assist with homeowner inquiries.
• Process service requests and direct concerns to the appropriate staff member or department.
• Maintain a 24-hour response expectation for homeowner communications, when applicable.
• Assist homeowners with accessing the community portal, submitting requests, and obtaining association information.

Administrative Support

• Maintain organized electronic and physical association records.
• Prepare correspondence, notices, e-blasts, meeting materials, and other community communications.
• Assist with scheduling Board meetings, annual meetings, vendor appointments, and community events.
• Prepare and distribute meeting packets, agendas, and supporting documents as directed.
• Track action items and follow up on outstanding tasks to support timely completion.

Community Operations

• Assist the Community Manager with coordinating vendors, maintenance requests, and work orders.
• Monitor the status of open service requests and provide updates to homeowners and management.
• Support the preparation and distribution of deed restriction notices in accordance with company procedures.
• Assist with architectural control applications, including tracking submissions and communicating status updates.
• Conduct administrative follow-up on community projects and maintenance matters.

Financial and Records Support

• Assist with invoice intake, coding, and routing through the established approval process.
• Maintain accurate records of invoices, vendor documentation, and homeowner correspondence.
• Support the Community Manager with budget preparation, financial report distribution, and assessment-related inquiries.
• Refer accounting questions or matters requiring specialized access to the appropriate accounting department.

Board and Management Support

• Provide administrative assistance to the Board of Directors under the direction of the Community Manager.
• Help prepare weekly updates, monthly calendars, and management reports.
• Maintain confidentiality of homeowner, Board, and association information.
• Follow Graham Management policies, procedures, and established service standards.

Qualifications

• High school diploma or equivalent required; additional administrative or business education preferred.
• Previous administrative, customer service, or community association management experience preferred.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Ability to learn and utilize community management software and homeowner portals.
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
• Professional demeanor and ability to work effectively with homeowners, Board members, vendors, and management.

Work Environment

This is an on-site position requiring regular interaction with residents, vendors, and association representatives. The employee must be able to work independently while maintaining consistent communication with the Community Manager and Graham Management's corporate office.

Reporting Structure

Reports directly to the assigned Community Manager, with additional oversight from the Director of Management.

Salary

$40,000 annually
Medical, Dental, Vision, Life Insurance
401k retirement benefits also available.
This is an hourly / non-exempt and in-office position, not remote.
Generous PTO and paid holidays.