Community Operations & HOA Admin Specialist

associacareers; Virginia (MN); On-site; USD 28,000 - 34,000; Full time

Job summary

Legum and Norman, an Associa company, is seeking a Community Administrative Specialist for its Falls Church corporate office. You will provide clerical and administrative support to Community Managers, acting as a liaison to homeowners, vendors, board members, committees, and internal staff.

The role handles inquiries by phone and email, data entry, billing support, meeting prep, and communications to homeowners.

Qualifications

• 1+ year office support, clerical, or administrative assistant experience in an office or corporate environment.
• Customer service driven and team oriented.
• Excellent communication skills (written and spoken) with knowledge of conflict resolution techniques.
• Ability to communicate and partner well with multiple stakeholders, e.g., community managers, vendors, peers, clients.
• Ability to self-motivate, be proactive, detail oriented, and work well as part of a team.
• Must be able to maintain confidentiality and discretion in performance of duties.
• Must be able to work effectively with others in person and in group settings.
• Must be able to prioritize, manage time, and meet deadlines.
• Proficient in Microsoft Office Suite (Word and Outlook).
• Proficient in utilizing Excel.

Responsibilities

• Research and respond to inquiries by phone and email.
• Enter and update community and homeowner information in the system.
• Assist homeowners with monthly payments, completing architectural review forms, and using the online portal for work orders.
• Send out mass emails to homeowners, board members, and committees about rules, updates, and events.
• Schedule contractors and maintenance vendors on site for repairs.
• Data entry for billing, budgets, and invoicing; update insurance renewals.
• Retrieve, scan, copy, fax, and file documents.
• Maintain documents on shared drives and internal software.
• Assist in preparing board meeting agendas and packets, welcome packets, and annual disclosures.

Skills

Customer service

Team oriented

Conflict resolution

Communication

Microsoft Office

Excel

Detail oriented

Time management

Tools

Microsoft Office Suite

Excel

Job description

Legum and Norman, an Associa company, is seeking a Community Administrative Specialist for its Falls Church corporate office. You will provide clerical and administrative support to Community Managers, acting as a liaison to homeowners, vendors, board members, committees, and internal staff.

The role handles inquiries by phone and email, data entry, billing support, meeting prep, and communications to homeowners.