HOA Administrative Coordinator | Growth into Management

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

Association Administrator / Associate Business Manager

$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.