Community Association Office Administrator

Innovative Property Solutions; Jacksonville (NC); On-site; USD 36,000 - 46,000; Full time

Benefits offered by this job

Health insurance

20 days PTO

Paid holidays when office is closed

Supportive, team-centered culture

Growth opportunities

Meaningful work supporting realcommunI

Dynamic role with new challenges

Job summary

Innovative Property Solutions (IPS) is seeking a front-desk administrator to be the heartbeat of our East North Carolina office. You will greet homeowners, boards, and vendors, de-escalate tense interactions with empathy, and help keep communication clear and professional.

You’ll support the front office, assist staff with scheduling and workflow, and maintain meticulous records. A reliable, organized, and tech-savvy communicator thrives in our collaborative, fast-paced environment.

Qualifications

• Excellent verbal and written communication skills.
• Ability to manage stressful conversations with empathy.
• Strong organizational and multitasking abilities.
• Proactive research to resolve issues.
• Tech-savvy with standard office software.

Responsibilities

• Serve as primary contact for calls, emails, and visitors.
• Maintain front office operations and schedule tasks.
• Prepare homeowner communications and ensure content clarity.
• Maintain accurate records and data entry.

Skills

Emotional resilience

Communication excellence

Organized multitasker

Problem-solving mindset

Tech & content savvy

Reliability

Tools

Microsoft Office

Job description

About Us

Innovative Property Solutions (IPS) provides unparalleled association management services throughout Eastern North Carolina. Grounded in the Golden Rule, we treat our homeowners, Boards, vendors, and each other with the utmost respect. We believe long-term growth comes from creating positive experiences, and we rely on a supportive, collaborative environment where our team can truly thrive.

The Reality of the Role

Let’s be honest: Front-facing HOA management is not for the faint of heart. As the "heartbeat of our office," you will often be the first person a frustrated, anxious, or angry homeowner speaks to. You aren't just answering phones; you are managing emotions, solving puzzles, and protecting the peace of our communities.

If you are intimidated by conflict, this is not the role for you. But if you pride yourself on your thick skin, your ability to defuse a tense situation with empathy and boundaries, and your knack for keeping an office beautifully organized, you will absolutely thrive here.

What You’ll Do (The Core Responsibilities)

• Master of First Impressions & De-escalation: Serve as the primary point of contact for incoming calls, emails, and visitors. You will confidently navigate high-volume, high-stakes conversations with tense homeowners and board members, turning stressful interactions into positive resolutions.
• Operational Support: Keep the front office running smoothly. Assist division staff with scheduling, research, accounts receivable coordination, and workflow tracking.
• Community Storytelling & Communications: Help prepare and distribute official homeowner communications. Collaborate with our team to identify and share real-life moments that highlight the value of great association management, helping to create clear, professional content that reinforces trust.
• Records & Accuracy: Maintain meticulously organized records, documentation, and data entry to ensure the team has accurate information at their fingertips.

What Makes You a Great Fit

• Emotional Resilience & Boundary Setting: You genuinely love helping people, but you also know how to stand your ground firmly, politely, and professionally when dealing with difficult personalities.
• Communication Excellence: Exceptional verbal and written communication skills. You can write a professional email and command a phone conversation with equal ease.
• Organized Multitasker: A fast-paced environment energizes you. You can pivot from a tough phone call to an administrative task without losing your attention to detail.
• Problem-Solving Mindset: You don't just pass the buck—you enjoy doing a little research to find the right answer.
• Tech & Content Savvy: Comfortable with standard office software and possess a natural eye for clear, engaging professional communication/content.
• Reliability: You understand that as the face of the office, your punctuality and consistent presence are vital to the team. (Valid driver’s license and reliable transportation required).

Why You’ll Love Working Here

• Health insurance
• 20 days of paid time off
• Paid holidays when the office is closed
• Supportive, team-centered culture
• Opportunity to grow within a thriving company
• Meaningful work supporting real communities
• A dynamic role where every day brings something new

If you enjoy helping people, staying organized, and being the heartbeat of an office, we’d love to hear from you!

Equal Opportunity Statement

We are committed to diversity and inclusivity in our workplace.