Community Association Admin & Operations Coordinator

Associa; Hilton Head Island (SC); On-site; USD 35,000 - 45,000; Full time

Job summary

Associa is seeking an Administrative Assistant on Hilton Head Island, South Carolina, to provide overall supervision of a community association. The role involves liaising with homeowners, board members, vendors and CSSC staff to ensure smooth operation of administrative tasks and community management tools.

Duties include coordinating board packages, monitoring financial and delinquency aspects, and supporting architectural reviews and inspections as needed.

Qualifications

• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal).
• Self-motivated, proactive, detail oriented and a team player.
• Time management and time critical prioritization skills.

Responsibilities

• Supervise the operation and administration of the Association in accordance with management agreement and the Association's policies and procedures.
• Act as or oversee the primary liaison with the Association Board of Directors and homeowners as needed.
• Perform/Direct administrative and management duties as requested by the Board of Directors and in accordance with the management agreement.
• Ensure Associa community management tools are being effectively developed and utilized such as annual calendar, action item list, resolution worksheets, timed agendas, RFP matrixes, committee charters, procurement procedures, FY operating budget, etc.
• Review monthly financial reports and ensure management summary is submitted to the association Board of Directors.
• Provide and/or oversee recommendations to the Association Board of Directors and committees regarding major capital expenditures as required to maintain the desired community appearance and operation.
• Monitor corporate and client delinquency rates and collections process for account portfolio.
• Attend Board meetings per the management agreement and community events as needed.
• Prepare Board packages according to established time frames.
• Ensure Board of Directors is aware of legal actions involving the Association.
• Maintain unit and contract files relating to the operations of the Association.
• Assist Board of Directors/ARB with architectural review process and/or routine inspections as necessary.
• Responsible for maintenance of C3 data base, including updating resident information.
• Responsible for routine and special project vendor management including procurement as well as performance evaluation as contracted.
• Responsible for oversight of Associa staff as contract provides.
• Coordinate and/or oversee inspection of building facilities and/or common area and arrange appropriate follow up actions as required.
• Oversee the AP process in accordance with Associa home office processes and procedures.
• Other duties as assigned.

Skills

Microsoft Office proficiency

Professional communication

Detail oriented

Time management

Team player

Education

Associates or Bachelor's preferred

Job description

Associa is seeking an Administrative Assistant on Hilton Head Island, South Carolina, to provide overall supervision of a community association. The role involves liaising with homeowners, board members, vendors and CSSC staff to ensure smooth operation of administrative tasks and community management tools.

Duties include coordinating board packages, monitoring financial and delinquency aspects, and supporting architectural reviews and inspections as needed.