HOA Administrative Specialist for Property Operations

associacareers; Hilton Head Island (SC); On-site; USD 36,000 - 48,000; Full time

Job summary

associacareers is seeking an Administrative Assistant to support Community Association Managers with daily property operations. The role emphasizes professional, service-oriented interaction with managers, assistants, homeowners and vendors, with strong multi-tasking and communication requirements.

Key duties include handling correspondence, phone/email responses, ledger interpretation, form preparation, database updates, invoice processing, and project tracking using Excel and related software.

Qualifications

• Requires a high school diploma or GED; Bachelors or Associates degree preferred.
• 1–3 years of directly related clerical or administrative support experience required; HOA, property management or condominium management experience is a plus.
• Must be able to use Excel and Word and adapt to company software and systems.
• Ability to communicate effectively, both verbally and in writing, with diplomacy.
• Strong organizational, confidentiality and problem-solving skills.

Responsibilities

• Organizes and prepares correspondence and handles incoming/outgoing mail.
• Responds to phone 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 and vendor databases with accurate contact and document information.
• Processes invoices for payment and handles accounts payable documentation.
• Performs general administrative tasks using Excel and other software.

Skills

Customer service

Multi-tasking

Written communication

Teamwork

Education

High school diploma or GED

Bachelors or Associates degree preferred

Tools

Excel

Word

Job description

associacareers is seeking an Administrative Assistant to support Community Association Managers with daily property operations. The role emphasizes professional, service-oriented interaction with managers, assistants, homeowners and vendors, with strong multi-tasking and communication requirements.

Key duties include handling correspondence, phone/email responses, ledger interpretation, form preparation, database updates, invoice processing, and project tracking using Excel and related software.