HOA Community Admin, Bilingual - Spanish

Jobtailor; Chicago (IL); On-site; USD 42,000 - 65,000; Full time

Job summary

Jobtailor in Chicago, IL is seeking an organized Administrative Assistant to support HOA and condo operations, coordinate maintenance, and manage communications with homeowners, board members, and vendors. You will schedule service requests, process invoices, assist with board meeting prep, and help ensure projects run smoothly across the portfolio.

Fluency in Spanish and a proactive, discreet approach are essential.

Qualifications

• 1–2 years of administrative or customer service experience.
• Bachelor's degree in Business or Real Estate, or equivalent work experience.
• Fluent in Spanish; local travel across Chicago with a valid driver's license.

Responsibilities

• Assist Community Managers with HOA and condo operations.
• Schedule maintenance and coordinate with vendors.
• Solicit bids and support contract coordination for maintenance, landscaping, and building services.
• Meet vendors and residents onsite as needed.
• Support property inspections and project coordination across the portfolio.
• Serve as a primary point of contact for homeowners, board members, vendors, and internal teams.
• Respond to emails, calls, and service requests in a timely manner.
• Draft and distribute resident and board communications.
• Assist with invoice processing, expense tracking, and approvals.
• Support board meeting preparation, including agendas, minutes, and follow-up items.

Skills

Organizational skills

Multitasking

Independence

Communication

Customer Service

Discretion

Spanish Fluency

Driving

Education

Bachelor's degree in Business

Bachelor's degree in Real Estate

Equivalent work experience

Tools

Outlook

Word

Excel

Google Workspace

QuickBooks

Job description

• Assist Community Managers with day-to-day HOA and condo association operations
• Schedule maintenance and service requests and coordinate follow-through with vendors
• Solicit bids and support contract coordination for maintenance, landscaping, and building services
• Meet vendors and residents onsite as needed
• Support property inspections and project coordination across the portfolio
• Serve as a primary point of contact for homeowners, board members, vendors, and internal teams
• Respond to emails, calls, and service requests in a timely manner
• Draft and distribute resident and board communications
• Assist with invoice processing, expense tracking, and approvals
• Support board meeting preparation, including agendas, minutes, and follow-up items

Requirements

• Strong organizational and multitasking skills
• Ability to work independently and manage deadlines
• Professional written and verbal communication skills
• Customer-service mindset with a positive attitude
• Ability to handle sensitive information with discretion
• Comfort using computers and office software (Outlook, Word, Excel; Google Workspace proficiency preferred; QuickBooks exposure is a plus but not required)
• 1 to 2 years of administrative or customer service experience (real estate or property management experience is a plus, but not required)
• Bachelor's degree in Business, Real Estate, or a related field, or equivalent work experience
• Local travel throughout Chicago; must have a valid driver's license and reliable vehicle
• Must be conversationally fluent in Spanish
• Physical demands may include lifting up to 35 lbs, standing, sitting, walking, and occasional climbing
• Must be able to work at a personal computer and talk on the phone for extended periods
• Ability to work extended or flexible hours and occasionally weekends to meet deadlines
• Ability to respond to emergencies during and after business hours in a timely manner

Core Competencies

Demonstrates strong organizational and multitasking abilities while effectively managing communication with homeowners, board members, and vendors. Proficient in administrative tasks, including invoice processing and project coordination, with a customer-service mindset.

Highest-signal resume keywords

• Organizational Skills
• Customer Service Experience
• Professional Communication
• Administrative Support
• Spanish Fluency

ATS Optimization Keywords

Hard Skills

• Invoice Processing
• Expense Tracking
• Project Coordination
• Property Inspections
• Contract Coordination

Soft Skills

• Multitasking
• Positive Attitude
• Discretion
• Independence
• Timely Response

Certifications & Qualifications

• Bachelor's Degree in Business
• Bachelor's Degree in Real Estate

Industry Keywords

• HOA Operations
• Condo Association Management
• Vendor Coordination
• Real Estate
• Property Management

Tools & Technologies

• Outlook
• Word
• Excel
• Google Workspace
• QuickBooks