Office Administrator

Office Administrator

Associa is looking for an Office Administrator to join our team. The Office Administrator is a highly visible, community-focused role that serves as a welcoming point of connection for residents and a trusted partner to the Oak Hills HOA Board. This position plays a central role in helping homeowners feel supported and informed by coordinating resident services, managing facility rentals, assisting with compliance matters, and ensuring smooth day-to-day office operations. The Office Administrator helps keep the community connected by managing communications, maintaining accurate records, and delivering friendly, high-quality service.

Responsibilities:

• Community Engagement, Communication & Member Services
  • Serve as the primary point of contact for homeowners, renters, and visitors.
  • Draft and distribute community announcements, newsletters, and Board communications.
  • Maintain accurate homeowner and tenant records across digital systems.
  • Support online portals (TownSq and website) including meeting schedules, minutes, voting, and surveys.
  • Provide timely support for homeowner inquiries, disputes, and information requests.
  • Issue compliance notices and assist in follow-up communication where appropriate.
  • Support community events and engagement initiatives, including registrations and outreach.
• Facilities, Amenities & Rental Administration
  • Manage scheduling, communication, invoicing, and access for facility rentals.
  • Ensure amenities are properly stocked and operational in collaboration with operations staff.
  • Oversee visitor and renter access including keycard issuance and recordkeeping.
  • Coordinate with staff and vendors for on-site needs related to reservations and HOA programs.
  • Monitor conditions within shared amenities and report facility issues.
• Financial & Administrative Operations
  • Track and organize invoices, receipts, and expense documentation for approvals.
  • Support delinquent account management and homeowner billing communications.
  • Prepare Board meeting packets, operational reports, and documentation on schedule.
  • Maintain secure and accurate association records, contracts, and resolutions.
  • Assist with account reconciliation, expense coding, and coordination with CPA/auditors.
  • Create and maintain templates, forms, and administrative workflows.
• Technology Systems & Data Management
  • Maintain functionality and data integrity in TownSq and other HOA platforms.
  • Support homeowners and Board members with access, permissions, and system onboarding.
  • Update HOA website and digital resources with current information, documents, and announcements.
  • Utilize Microsoft Bookings and other 365 tools for scheduling and communication.
• Vendor & Facilities Coordination
  • Assist in sourcing and onboarding vendors and contractors.
  • Coordinate work orders, access, scheduling, and communication with service providers.
  • Monitor service delivery and escalate issues to Maintenance Specialist or Board as needed.
  • Maintain inventory of office and amenity supplies and place replenishment orders.

Benefits Summary:

• World-Class Training
• Additional Income Opportunities
• CAI (Community Association Industry) Course/Designation Assistance
• Paid Time Off/Holidays
• Comprehensive Medical Benefits
• Wellness Incentives
• Mileage Reimbursement
• Company Cellphone
• Hybrid: In Office/Work From Home Schedule

Compensation: $22.00 - $24.00/hour; direct experience highly considered.

Requirements

• 3+ years of experience in a customer-facing role required.
• Experience in property management, HOA administration, residential services, or municipal/community-facing operations strongly preferred.
• Familiarity with HOA governance, compliance, and community standards a plus.
• Proficiency in Microsoft 365 required including Outlook, Excel, PowerPoint, and Bookings.
• Strong preference for candidates experienced with Weebly (or similar).
• Skilled at drafting communications, updates, and event/announcement content.
• Strong organizational skills with the ability to manage multiple priorities independently.
• Excellent written and verbal communication skills with a high level of professionalism.
• Commitment to confidentiality, integrity, and service excellence

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.