HOA Office Manager

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Job Description

Responsibilities

Serve as the point person for office manager duties including:

Maintenance – Building and common areas

Mailing – Ingoing and Outgoing

Supplies – Make sure there are supplies for the office.

Accounts Payable

Accounts Receivable

Errands

Schedule meetings when necessary.

Answer all telephone calls and emails.

Keep the digital sign in the front up to date.

Update resident files in management software when homes are sold.

Create invoices and mail out yearly.

Update the HOA Facebook page.

Put out agenda in a timely manner for meetings.

Take minutes at meetings.

Participate actively in the planning and execution of community events.

Maintain the office condition and arrange necessary repairs.

Ensure that files are scanned into Laserfiche and kept current.

Organize office operations and procedures.

Assist residents with permitting questions and give applications to ACC for approval.

Coordinate with IT department on all office equipment.

Ensure that all bills are paid on time.

Manage contract and price negotiations with service providers.

Manage office budget with the Board of Directors.

Reconcile bank accounts and have financial reports ready for all meetings.

Check violations on a regular schedule and have Director’s check when necessary.

Have grounds and building clean before and after Community Center rentals.

Provide general support to visitors.

Liaise with facility management vendors.

Tuesday 8-2
Wed 8-2
Thursday 10-5

Skills Required

Requirements and skills

Proven experience as an Office Manager, Front Office Manager or Administrative Assistant

Ability to be a fast learner.

Proficiency in PayHOA is a plus.

Knowledge of Office Administrator responsibilities, systems, and procedures.

Proficiency in MS Office (MS Excel and MS Outlook, in particular)

Familiarity with Microsoft 365.

Excellent time management skills and ability to multi-task and prioritize work.

Attention to detail and problem-solving skills.

Excellent written and verbal communication skills.

A creative mind with an ability to suggest improvements.

High School degree: additional qualification as an administrative assistant or Secretary will be a plus.