HOA Administrative Assistant

HOA Administrative Assistant

Location: Corporate Office (on-site) - Greenville, SC

Under the regular supervision of the HOA Operations Manager, the HOA Administrative Assistant provides critical administrative and customer service support to Senior Management. This role serves as the primary hub for resident, vendor, and internal communications while ensuring accurate records, organized workflows, and timely completion of office operations. The Administrative Assistant contributes to the smooth operation of HOA communities by implementing administrative processes, supporting board and association activities, and maintaining organized, compliant, and efficient office systems.

Essential Duties and Responsibilities

The following outlines the primary duties and responsibilities of the HOA Administrative Assistant. This role is essential to the efficient operation of the HOA office, providing administrative, operational, and customer service support to residents, board members, vendors, and internal teams. Responsibilities are not limited to those listed and may evolve based on organizational needs and priorities.

Customer Service & Communication

• Serve as the first point of contact for residents, vendors, and internal staff, in person, by phone, and by email.
• Prioritize service: in-person interactions first, then phone, then email.
• Respond to emails within 48 hours and ensure proper out-of-office notices.
• Answer phones, check voicemail, and return messages within 24 hours.
• Assist with routine resident inquiries; escalate complex or sensitive issues to the manager following established protocols.
• Document resident interactions and escalate unresolved issues or complaints.

Administrative Support

• Process manager and association mail; send invoices to Strongroom daily.
• Print and mail violation notices; facilitate resident payments received in the office.
• Maintain and update information in software systems (Enumerate Engage, Strongroom, Outlook, etc.).
• Generate reports for managers and boards as needed, ensuring accuracy and timeliness.
• Prepare files and documentation for new owners and lease agreements.
• Prepare and distribute board packets; coordinate with manager on content and deadlines.
• Assist with organizing association meetings, including preparing notices, reports, and follow-up materials.
• Review ARC applications for completeness; process fees for applicable communities.
• Maintain community calendars and schedule updates in Outlook and Enumerate Engage.
• Manage community amenity reservations, including confirming or denying requests, distributing access codes/keys, maintaining accurate and timely communication with residents, and overseeing charges, reimbursements, and cleaning schedules.
• Distribute, sell, and program community access devices (fobs, codes, etc.).
• Execute mass communications (manager drafts, board approves, admin sends).
• Update community websites and File Share documents as directed.
• Open and close work orders at the manager's request; follow up on status.
• Obtain and track certificates of insurance as required.
• Maintain contracts, insurance, minutes, and other documentation in all systems.

Collections & Financial Support

• Assist with sending standard notices when requested.
• Escalate owner communication regarding collections and payments.

Board & Meeting Support

• Attend board and annual meetings as assigned.
• Prepare meeting materials and distribute follow-up documentation; file/update in appropriate systems following procedures.
• Assist with setup, logistics, and post-meeting action items as directed.

General Office Operations

• Maintain workflow to meet daily and project-based deadlines.
• Complete special projects as assigned.
• Participate in staff meetings, training, and professional development opportunities.
• Order and manage office and community supplies as needed.
• Maintain personal and shared office spaces.
• Report equipment or operational problems promptly.
• Follow safety and operational procedures.

Qualifications & Skills

To perform the essential duties of this position successfully, an individual must demonstrate the knowledge, skills, and abilities outlined below. Employees in this role handle a variety of administrative and office support tasks, including processing documents, maintaining records, and managing information. The ability to maintain strict confidentiality in all matters is critical. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

• High school diploma required; 6 months office or related experience preferred.
• Proficient in Word, Excel (including formulas), PowerPoint, Outlook, Adobe, internet applications, and HOA-specific software (Strongroom, Enumerate Central and Engage, HomeWise, ClickPay, SouthData, etc.).
• Excellent written and verbal communication skills.
• Strong organizational, time management, and multi-tasking abilities.

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