Onsite HOA Admin Assistant — Community & Resident Services

Association Community Services Inc; Richmond (KY); On-site; USD 46,000 - 54,000; Full time

Job summary

Association Community Services Inc. seeks an Onsite Administrative Assistant to provide day-to-day administrative, resident, and operational support for the condominium association from an onsite office.

The role works closely with the Onsite Community Manager to manage daily operations, respond to resident needs, coordinate vendors, maintain records, and ensure timely follow-up on issues. The position serves as an essential extension of the Community Manager, delivering onsite support to keep

Qualifications

• Previous administrative, property management, condominium/HOA, customer service, or office experience preferred.
• Strong organizational and communication skills.
• Professional, friendly, and service-oriented demeanor.
• Ability to manage multiple tasks and priorities.
• Strong attention to detail and follow-through.
• Proficiency with Microsoft Office, email, and general office technology.
• Ability to work independently while closely supporting the Community Manager.
• Ability to maintain confidentiality and exercise good judgment.
• Comfortable interacting with residents, Board members, vendors, contractors, and management personnel.

Responsibilities

• Support the Onsite Community Manager on day-to-day operation of the community.
• Assist the Community Manager with daily administrative and operational tasks.
• Help prioritize and track resident requests, maintenance issues, vendor projects, and other outstanding items.
• Provide backup and support to the Community Manager when they are unavailable.
• Assist with follow-up on action items and ensure outstanding matters are communicated to the Community Manager.
• Help maintain the Community Manager's calendar, appointments, inspections, meetings, and vendor schedules.
• Assist the Community Manager with preparing for Board meetings, inspections, and community events.
• Help gather information, documentation, proposals, and other materials requested by the Community Manager or Board.
• Serve as a friendly and professional first point of contact for residents, owners, guests, and vendors visiting or calling the onsite office.
• Respond to routine resident questions and requests and escal...
• Maintain a log of resident requests and follow up on outstanding issues.
• Assist residents with general association procedures, forms, amenity reservations, parking, access devices, move-in/move-out procedures, and other community-related needs.
• Help communicate updates and information from the Community Manager and association to residents.
• Assist the Community Manager with monitoring common areas and identifying maintenance, cleanliness, safety, or property issues.
• Report issues to the Community Manager and assist with coordinating appropriate follow-up.
• Coordinate access for vendors, contractors, inspectors, and service providers.
• Assist with scheduling routine maintenance and vendor services.
• Track vendor work orders and follow up on outstanding work at the direction of the Community Manager.
• Assist with property inspections and documenting conditions throughout the community.
• Help maintain records of maintenance activities, inspections, vendor visits, and completed work.
• Maintain organized association records, files, correspondence, work orders, invoices, and other documentation.
• Monitor the onsite office phone, email, and general correspondence.
• Assist with preparing and distributing community notices, newsletters, meeting notices, and other communications.
• Maintain community calendars and schedules.
• Assist with processing invoices, forms, and other administrative documents as directed by the Community Manager.
• Maintain office supplies, forms, keys, access devices, and other onsite materials.
• Assist with data entry and updating association records and resident information.
• Maintain confidentiality of association and resident information.
• Assist the Community Manager with preparation for Board meetings and other association meetings.
• Help compile reports, proposals, correspondence, and supporting documentation for the Community Manager and Board.
• Assist with tracking Board action items and follow-up assignments.
• Communicate information to residents as directed by the Community Manager or Board.
• Support the Community Manager in implementing approved Board decisions and community initiatives.

Skills

Organizational skills

Communication skills

Professional demeanor

Multitasking

Attention to detail

Confidentiality

Independent work

Resident interaction

Vendor coordination

Tools

Microsoft Office

Job description

Association Community Services Inc. seeks an Onsite Administrative Assistant to provide day-to-day administrative, resident, and operational support for the condominium association from an onsite office.

The role works closely with the Onsite Community Manager to manage daily operations, respond to resident needs, coordinate vendors, maintain records, and ensure timely follow-up on issues. The position serves as an essential extension of the Community Manager, delivering onsite support to keep