HOA Admin & Operations Coordinator (In-Office)

TMG Property Management Services NW; Portland (OR); On-site; USD 37,000 - 41,000; Full time

Job summary

TMG Property Management Services NW in Portland, OR is seeking an organized Association Administrator to support the management of community associations. This in-office role provides administrative support to the association management team while you learn HOA operations and gradually take on more Associate Business Manager responsibilities.

You will handle communication with homeowners, maintain records, prepare correspondence, schedule meetings, process invoices, and assist with annual

Qualifications

• 3 to 5 years of progressively responsible administrative experience.
• Strong written and verbal communication skills.
• Excellent organizational skills with multi-tasking ability.
• Proficient in Microsoft Word, Excel, Outlook and office software.
• Accurate typing at least 50 words per minute.
• Willingness to learn HOA operations and procedures.
• Valid driver's license and reliable transportation.

Responsibilities

• Provide administrative support to the association management team and keep daily operations running smoothly.
• Communicate with homeowners, board members, vendors, and team members by phone, email, and in person.
• Maintain association records, board rosters, community websites, forms, and documents.
• Prepare and proofread correspondence, newsletters, agendas, minutes, reports, notices, and communications.
• Assist with architectural review requests, violation notices, and follow up on items.
• Schedule meetings, coordinate vendors, collect bids, and track maintenance requests and work orders.
• Process approved invoices and maintain accurate records.
• Help coordinate board meetings, annual meetings, site visits, and maintenance walks.
• Track assignments and deadlines; provide updates to managers.
• As capabilities grow, assist with annual budgets, site inspections, and homeowner account collections.

Skills

Administrative experience

Communication skills

Organizational skills

Microsoft Word

Excel

Outlook

Attention to detail

Initiative

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

Outlook

Job description

TMG Property Management Services NW in Portland, OR is seeking an organized Association Administrator to support the management of community associations. This in-office role provides administrative support to the association management team while you learn HOA operations and gradually take on more Associate Business Manager responsibilities.

You will handle communication with homeowners, maintain records, prepare correspondence, schedule meetings, process invoices, and assist with annual