Community HOA Admin & Operations Specialist

Cusick Company; Raleigh, Northern (NC, KY); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Cusick Community Management in Raleigh/Durham is seeking a highly organized Community HOA Specialist Admin to support Community Managers and the HOA team. This role handles communications, meeting coordination, record management, and financial tasks while delivering excellent service to homeowners and boards.

The ideal candidate will be proactive, detail-oriented, and capable of managing multiple projects with strong communication and customer service skills.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• Minimum three years in administrative support, preferably in property management.
• Strong knowledge of HOA operations, documents, meetings, and financials.
• Excellent written and verbal communication; detail-oriented.

Responsibilities

• Serve as primary contact for homeowners, board members, and vendors.
• Prepare newsletters, notices, and communications to homeowners.
• Schedule board and annual meetings; prepare agendas and minutes.
• Maintain records, contracts, and filing systems; ensure retention compliance.
• Process homeowner payments; reconcile bank statements; assist with budgets.
• Assist managers with projects and track progress and deadlines.
• Provide exceptional customer service and build relationships with the community.

Skills

Communication

Organization

MS Office

Customer service

Education

High school diploma

Associate degree preferred

Tools

MS Office

HOA software

Job description

Description

* Come join our Cusick Community Management team in Raleigh/Durham, we'd love to have you!! *

Cusick Community Management is seeking a highly organized and detail-oriented Community HOA Specialist Admin to provide exceptional administrative support to our growing team. This role is crucial in ensuring smooth daily operations and fostering positive relationships with our homeowner associations. The ideal candidate will be a proactive problem-solver with excellent communication skills and a passion for community management.

Job Summary:

The Community HOA Specialist Admin provides comprehensive administrative support to the Community Managers and the HOA team. This includes managing communications, coordinating meetings, maintaining records, processing payments, and assisting with various projects. This position requires a strong understanding of HOA operations and a commitment to providing outstanding customer service.

Responsibilities:

• Communication:
  • Serve as the primary point of contact for homeowners, board members, and vendors, responding to inquiries promptly and professionally via phone, email, and in person.
  • Prepare and distribute newsletters, notices, and other communications to homeowners.
  • Maintain and update community website and social media platforms.
• Meeting Coordination:
  • Schedule and coordinate board meetings, annual meetings, and other community events.
  • Prepare meeting agendas, minutes, and related documents.
  • Ensure meeting logistics are handled efficiently (e.g., room reservations, catering).
• Record Management:
  • Maintain accurate and organized records of homeowner information, financial data, contracts, and other important documents.
  • Manage electronic and physical filing systems.
  • Ensure compliance with record retention policies.
• Financial Administration:
  • Process homeowner payments, including assessments, fines, and other fees.
  • Prepare bank deposits and reconcile bank statements.
  • Assist with budget preparation and financial reporting.
  • Track and follow up on delinquent accounts.
• Vendor Management:
  • Assist in the bidding process for vendor services.
  • Maintain vendor contracts and insurance certificates.
  • Process vendor invoices and payments.
• Project Support:
  • Assist Community Managers with various projects, such as preparing proposals, conducting research, and coordinating community events.
  • Track project progress and deadlines.
• Customer Service:
  • Provide exceptional customer service to homeowners and board members.
  • Address concerns and resolve issues effectively.
  • Build and maintain positive relationships with the community.

Requirements

Qualifications:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Minimum of three years of experience in administrative support, preferably in property management or a related field.
• Strong knowledge of HOA operations, including governing documents, meeting procedures, and financial management.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with HOA management software is a plus.
• Ability to prioritize tasks, manage multiple projects, and meet deadlines.
• Strong organizational skills and attention to detail.
• Ability to work independently and as part of a team.
• Excellent customer service skills and a positive attitude.