HOA Administrative Coordinator | Growth into Management

AMS, Association Management Services.NW; Portland (OR); On-site; USD 37,000 - 41,000; Full time

Job summary

AMS, Association Management Services.NW in Portland, OR, seeks an organized Association Administrator / Associate Business Manager to support our HOA management team in an in-office setting. You will handle daily operations, records, and communications as you learn HOA management.

With 3–5 years of admin experience and strong communication and organizational skills, you’ll gradually take on more responsibilities, including budgeting and site visits, while maintaining professional relations with

Qualifications

• 3–5 years of progressively responsible administrative experience.
• Strong written and verbal communication skills.
• Excellent organizational skills and the ability to manage multiple priorities.
• Capable of accurate typing (50 wpm).
• 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, and documents.
• Prepare and proofread correspondence, newsletters, meeting agendas, minutes, and reports.
• Assist with architectural review requests, violation notices, and follow-up on items.
• Schedule meetings, coordinate vendors, collect bids, and track maintenance requests.
• Process approved invoices and maintain accurate records.
• Coordinate board and annual meetings, property visits, and maintenance walks.
• Track assignments, deadlines, and ongoing projects for managers.

Skills

Strong written & verbal communication

Excellent organizational skills

Multi-tasking & prioritization

Initiative & independence

Professional, helpful demeanor

Tools

Microsoft Word

Excel

Outlook

Job description

Association Administrator / Associate Business Manager

Pay: $27-$30 per hour
Location: Portland, OR 97224
Work Setting: In Office

About the Position

AMS is looking for an organized, dependable person to join our team and support the management of community associations.

This position is a good fit for someone with a strong administrative background who enjoys working with people, keeping things organized, and solving problems. You'll start by providing administrative support to our association management team while learning the ins and outs of HOA management.

As you become comfortable in the role and consistently meet expectations, you'll gradually take on more Associate Business Manager responsibilities. The goal is to help you build your knowledge and experience so you can take on additional responsibility as you're ready.

This is an in office position with regular business hours. Some board meetings, property visits, and other activities may take place outside the office as needed.

What You'll Do

• Provide administrative support to the association management team and help 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 other documents.
• Prepare and proofread correspondence, newsletters, meeting agendas, minutes, reports, notices, and other communications.
• Assist with architectural review requests, violation notices, and follow up on outstanding items.
• Schedule meetings, coordinate vendors, collect bids, and help track maintenance requests and work orders.
• Process approved invoices and maintain accurate records.
• Help coordinate board meetings, annual meetings, property visits, and maintenance walks.
• Keep track of assignments, deadlines, and ongoing projects, and provide updates to managers.
• As you grow into the Associate Business Manager responsibilities, assist with tasks such as annual budgets, site inspections, compliance visits, and homeowner account collections.
• Participate in after hours emergency coverage and on call phone rotation as responsibilities expand.

What We're Looking For

• 3 to 5 years of progressively responsible administrative experience, with increasing responsibility for coordinating tasks, managing records, supporting operations, or handling projects.
• Strong written and verbal communication skills, including the ability to handle difficult conversations professionally.
• Excellent organizational skills and the ability to manage multiple priorities, deadlines, and requests at once.
• Comfortable using Microsoft Word, Excel, Outlook, and other office software.
• Strong attention to detail and the ability to maintain accurate records and follow through on assignments.
• Someone who takes initiative, works independently, and keeps their manager informed of progress and any issues that come up.
• A professional, helpful approach when working with homeowners, board members, vendors, and coworkers.
• Willingness to learn HOA operations, community governing documents, and applicable procedures.
• Accurate typing skills of at least 50 words per minute.
• Valid driver's license, reliable transportation, and a satisfactory driving record.

HOA or property management experience is a plus, but we're also interested in candidates with a strong administrative background who are ready to learn and grow into a management role.

If you're organized, enjoy working with people, and are looking for an opportunity to build your career in community association management, we'd love to hear from you.