HOA Administrative Specialist — Operations & Client Support

townsqcareers; Hilton Head Island (SC); On-site; USD 32,000 - 52,000; Full time

Job summary

Key tasks include managing correspondence, answering calls/emails, updating databases, handling invoicing and accounts payable, and using Excel/office software to track projects. Strong organizational and confidentiality skills are essential.

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 or property management experience is a plus.
• Must be able to use Excel and Word; adapt to management software and computer programs used by the company.
• Ability to communicate effectively, both verbally and in writing, and exercise discretion with confidential records.

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 balance inquiries.
• Prepares and tracks time sensitive forms for clients and vendors.
• Updates client database with contact information and notes.
• Maintains vendor database and handles W-9 and insurance proof.
• Prepares documentation for accounts payable vouchers and submits invoices.
• Processes print jobs, scanning and faxing as needed.
• Uses Excel and software to track projects.

Skills

Excel

Word

Communication

Time management

Attention to detail

Teamwork

Discretion/confidentiality

Education

High school diploma or GED

Bachelor's or Associate degree preferred

Tools

Office software

Job description

Key tasks include managing correspondence, answering calls/emails, updating databases, handling invoicing and accounts payable, and using Excel/office software to track projects. Strong organizational and confidentiality skills are essential.