Administrative Assistant / Front Desk Agent

Community Association Management

We are seeking a friendly, professional, and detail-oriented Administrative Assistant / Front Desk Agent to join our Community Association Management team. This full-time position provides primary administrative support to Community Association Managers to ensure efficient office and association operations. Front desk responsibilities serve as a secondary function of this role, acting as backup support for homeowners, guests, vendors, and callers. The ideal candidate is customer service-driven, highly organized, and able to multitask in a fast-paced environment while maintaining professionalism, discretion, and strong attention to detail. We value teamwork, accountability, and exceptional service while creating a positive work environment for both our staff and the communities we serve.

Primary Responsibilities – Administrative Support (Priority)

• Provide administrative support to Community Association Managers, including scheduling, correspondence, and document preparation
• Assist with meeting coordination by preparing agendas, distributing meeting packets, and recording meeting minutes
• Attend meetings as needed, including occasional Saturdays - with given notice
• Maintain homeowner and association records in compliance with company standards and governing document requirements
• Assist with homeowner communications and direct inquiries to the appropriate manager or department
• Perform general office duties including filing, scanning, data entry, and document organization (software training provided)
• Support annual meetings, special projects, and community event logistics as assigned

Secondary Responsibilities – Front Desk Support

• Serve as a backup point of contact for visitors, homeowners, vendors, and callers
• Answer and route multi-line phone calls to the appropriate party
• Respond to general inquiries via phone, email, and in person in a professional and timely manner
• Maintain a professional and welcoming front desk presence
• Perform data entry and basic administrative tasks using Microsoft Office and company software
• Demonstrate strong organization, multitasking, and time-management skills
• Handle conflict resolution and problem-solving with professionalism and discretion

Skills & Competencies

• Excellent verbal and written communication skills
• Strong customer service skills and professional demeanor
• Ability to multitask and prioritize effectively, with front desk duties taking precedence when needed
• Proficiency in Microsoft Office (Word, Excel, Outlook) and Zoom
• Strong attention to detail and organizational skills
• Problem-solving and conflict resolution abilities
• Positive, team-oriented, and approachable attitude
• Ability to maintain confidentiality when handling sensitive information

Preferred Qualifications

• Prior experience in Community Association Management (HOA/POA/Condo Associations) or property management preferred
• Experience in an administrative support or front desk role
• Knowledge of association governing documents and procedures is a plus

Job Type

Full-time

Schedule

• Monday to Friday
• In-person position
• Occasional Saturdays required - with given notice

Compensation Package

Salary: Up to $65,000 annually, based on experience

Benefits Include:

• Health insurance
• Life insurance
• Paid time off
• Retirement plan

We are looking for someone who takes pride in providing exceptional service, stays organized under pressure, and enjoys being an important part of a collaborative team environment.