Office Assistant

Associa; Ocean City (MD); On-site; USD 23,000 - 26,000; Full time

Job summary

Associa is hiring an Office Assistant to support its corporate office in Ocean City. The role involves handling general office tasks, customer service, and coordination with homeowners and board members under moderate supervision.

Typical duties include answering phones, data entry, filing, invoicing follow-ups, and assisting with HOA processes. Hours are Monday–Thursday 8:30am–5pm and Friday 8:30am–4pm.

Qualifications

• High School Diploma or GED required.
• 1+ year of corporate office admin experience preferred.
• Proficient with Microsoft Office products (Word, Excel, Outlook).
• Professional customer service and strong written/spoken communication.

Responsibilities

• Answer phones, respond to emails, and follow up with homeowners and board members.
• Enter and update homeowner and community information in the database.
• Fax, file, scan documents, and manage invoices or notices to owners.
• Assist homeowners with monthly payments and ARC forms.
• Prepare meeting packets and organize meeting spaces for board/owner meetings.

Skills

Customer service

Communication skills

Multitasking

Team player

Confidentiality

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

Legum and Norman is hiring an Office Assistant to support its corporate office in Ocean City.

The Office Assistant supports and assists general office activities and projects with administrative tasks. Provides customer service support. Under moderate supervision,work may involve contact with homeowners and board members.

Work hours:

Monday - Thursday, 8:30am - 5pm.

Friday, 8:30am - 4pm.

Daily responsibilities

• Answer phones, respond to phone calls and manage emails. Follow-up with home owners and board members as needed.
• Enter and update homeowner and community information in the database.
• Fax, file, and scan documents.
• Follow-up on invoices, accounts payable, and notices to owners.
• Assist homeowners with monthly payments and filing out Architectural Review forms.
• Type and send out HOA violation notices to homeowners. Track, log in system, copy and mail.
• Process account credits or charges and change of address for residents.
• Schedule meeting locations and ensure the room is set-up for board and homeowner meetings.
• Prepare meeting packets for mailings for board and owner meetings.
• Prepare all meeting file folders for managers.
• Prepare proxy sheets, proxy log sheet, sign in sheets (make sure there were no changes in owners before the meeting).
• Code and process special assessment payments and regular payments for properties, repairs and maintenance, insurance, legal, keys, gates, parking passes, refund checks, developer contribution, pet registration, clubhouse rental (where applicable), arch. Design, vending machines/laundry, etc.
• Other duties as assigned

Pay rate: $17-$19 an hour.

Requirements

• High School Diploma or GED Required.
• 1+ year of recent corporate office admin experience.
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional customer service skills.
• Professional communication skills, written and spoken.
• Ability to multitask in a faced paced work environment, prioritizing tasks, and meeting deadlines.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Self-motivate, proactive, detail oriented and successfully function as part of a team.
• Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.