Community Association Admin & Office Manager

Associa; Austin (TX); On-site; USD 32,000 - 46,000; Full time

Job summary

Associa in Austin, TX is seeking an Administrative Assistant with office management experience to support the Community Association Manager and ensure smooth daily operations, resident interactions, and timely communication.

You will handle board notices, mailings, invoice processing, document filing, and coordinate events, with a strong focus on service, accuracy, and teamwork within a fast-growing community.

Qualifications

• 2-5 years’ experience managing single-family communities and condominium associations
• Ability to deliver a 5-star customer service to the Board and residents
• Ability to advise and direct the Board to make the necessary decisions
• Ability to build rapport with clients
• Strong analytical and critical thinking skills
• Excellent written and verbal communication skills
• Have a high school diploma or GED
• Legally eligible to work in the United States
• Can navigate through different application systems
• Competency in Microsoft Office Applications
• Have a naturally positive attitude and be a team player
• Ability to communicate clearly and professionally, both verbally and in writing
• Pleasant, friendly attitude, with an ability to adapt to change
• Strong listening skills, ability to multi-task, attention to detail

Responsibilities

• Respond to phone calls, voicemails and emails within 24 hours
• Work with the manager on violation letters as requested
• Work with the ACC department communicating with homeowners for more information, updating on status
• Draft and mail letters to parties as requested by CAM
• Process community mailings; notices, meeting notices, etc.
• Electronically file community related documents via company platform
• Maintain/program entry gates directories
• Process entry gate opening and maintenance requests via company platform during regular business hours
• Process, maintain, program and distribute pool tags/keys/cards/fobs
• Rotate as Receptionist on scheduled basis
• Assist CAM in preparation of Board meeting packets
• Prepare and process Annual Meeting Notices
• Prepare Annual Meeting materials; Welcome Packet and registration information
• Attend Board and/or Annual meetings with CAMs when necessary
• Note: Meetings may be held in the evening after regular working hours
• Maintain a current hardcopy and e-file community information sheet
• Complete miscellaneous tasks as requested for CAM support and assist in other large scale projects
• Maintain community websites via company platform
• Act as back-up for after-hours emergency contact
• Review, code and process invoices for payment of services daily within 24 hours
• Other Responsibilities- this list should not be considered all-encompassing

Skills

Customer service

Communication

Multi-tasking

Analytical thinking

Team player

Attention to detail

Problem solving

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Associa in Austin, TX is seeking an Administrative Assistant with office management experience to support the Community Association Manager and ensure smooth daily operations, resident interactions, and timely communication.

You will handle board notices, mailings, invoice processing, document filing, and coordinate events, with a strong focus on service, accuracy, and teamwork within a fast-growing community.