On-Site Community Admin – Front Desk & Records

HOA Talent; Houston (TX); On-site; USD 34,000 - 46,000; Full time

Job summary

HOA Talent is seeking an On-Site Administrative Assistant to provide administrative, customer service, and operational support to the Community Manager and Board of Directors for a Houston-area community.

This in-office role handles records, communications, and service requests with a focus on professional homeowner interactions. Strong emphasis on organization, vendor coordination, and budget support; benefits include PTO and paid holidays.

Qualifications

• High school diploma or equivalent required; additional administrative or business education preferred.
• Experience in admin, customer service, or community association management preferred.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Ability to learn community management software and homeowner portals.
• Excellent organizational skills and attention to detail; ability to manage multiple priorities.
• Professional demeanor and collaborative with homeowners, Board, vendors, and staff.

Responsibilities

• Greet homeowners, residents, vendors, and visitors in a professional manner.
• Answer calls/emails; assist with homeowner inquiries.
• Process service requests and direct to staff as needed.
• Maintain a 24-hour response expectation for communications when applicable.
• Assist homeowners with accessing the community portal and information.
• Maintain organized electronic and physical association records.
• Prepare correspondence, notices, and meeting materials.
• Assist scheduling Board meetings, annual meetings, and events.
• Prepare and distribute meeting packets and agendas.
• Track action items and follow up on tasks.
• Coordinate vendors, maintenance requests, and work orders.
• Monitor status of open service requests and provide updates.
• Assist with deed restriction notices and architectural control submissions.
• Conduct administrative follow-up on projects and maintenance.
• Assist with invoice intake, coding, and approvals; maintain records.
• Support budget preparation and financial report distribution.
• Refer accounting questions to the appropriate department.
• Provide admin support to the Board; prepare updates and calendars.
• Maintain confidentiality of information; follow policies and standards.

Skills

Communication skills

Organizational skills

Customer service

Multitasking

Professional demeanor

Teamwork

Education

High school diploma

Administrative/business education

Tools

Microsoft Office

Outlook

Word

Excel

Community software

Job description

HOA Talent is seeking an On-Site Administrative Assistant to provide administrative, customer service, and operational support to the Community Manager and Board of Directors for a Houston-area community.

This in-office role handles records, communications, and service requests with a focus on professional homeowner interactions. Strong emphasis on organization, vendor coordination, and budget support; benefits include PTO and paid holidays.