HOA Administrative Assistant: Organization & Vendor Support

TownSQ; Hilton Head Island, Northern (SC, KY); Hybrid; USD 32,000 - 48,000; Full time

Job summary

Associa is seeking an Administrative Assistant to support Community Association Managers in Hilton Head Island, South Carolina. This role emphasizes professional, service-oriented relationships with managers, assistants, homeowners, vendors and service providers.

You will organize correspondence, handle calls and emails, maintain client and vendor records, process invoices, and use Excel and Word along with company software.

Qualifications

• Must have a high school diploma or GED.
• 1–3 years of clerical/administrative support experience required; HOA or property management experience is a plus.
• Proficiency in Excel and Word; able to learn company software.
• Strong written and verbal communication; confidentiality and discretion.
• Detail-oriented, organized, and able to multitask.

Responsibilities

• Organizes and prepares incoming and outgoing correspondence.
• Receives and responds to calls and emails from clients and vendors.
• Interprets client account ledgers and researches discrepancies.
• Prepares and tracks time-sensitive forms for clients and vendors.
• Updates client database with contact details and notes.
• Maintains vendor database and handles W-9 and proof of insurance.
• Prepares vouchers and submits invoices for payment.
• Processes print jobs, scanning and faxing as needed.
• Uses Excel and other software to track projects.
• Other duties as assigned.

Skills

Communication

Organization

Time management

Discretion

Teamwork

Education

High school diploma or GED

Bachelor's or Associate degree preferred

Tools

Excel

Word

Management software

Job description

Associa is seeking an Administrative Assistant to support Community Association Managers in Hilton Head Island, South Carolina. This role emphasizes professional, service-oriented relationships with managers, assistants, homeowners, vendors and service providers.

You will organize correspondence, handle calls and emails, maintain client and vendor records, process invoices, and use Excel and Word along with company software.