HOA Administrative Coordinator

Use your exceptional customer service skills to interact effectively with our homeowners as well as all internal departments at our breathtaking resort. Reporting to the HOA Manager, you will administer Home Owners Association operations and be responsible for maintaining correspondence, coordinating the Fire Fuel Reduction program and provide general office assistance.

HOA Administrative Coordinator

Job Overview

The HOA Administrative Coordinator will support the HOA Manager and Facilities Manager as required to administer Home Owners Association operations. This position will be responsible for maintaining correspondence, coordinating the Fire Fuel Reduction program, provide general office assistance as well as serving as the primary customer service representative in the HOA Office. The person in this position must understand the importance of providing outstanding customer service and be able to interact effectively with owners. The HOA Administrative Coordinator must have detailed knowledge of governing documents (CCRs, Bylaws, Association Policies) and a general understanding of budgeting, accounts payable, and human resources procedures.

General Responsibilities

Assist HOA Management team with general tasks, take meeting minutes.

Exhibit a professional attitude, diplomacy and an ability to handle difficult situations.

Demonstrate an exceptional level of professionalism.

Receive and catalog ARC/DRC submittals, collect fees.

Prepare ARC/DRC agendas, notify ARC/DRC members.

Attend ARC/DRC meetings, compile committee findings and translate into notification correspondence.

Coordinate Owner Services policy enforcement tracking, review daily round sheets, report significant incidents to the HOA Manager.

Coordinate Fire Fuel Reduction (FFR) program implementation, including property inspections and owner notification.

Ensure all HOA Common Area FFR work is contracted and verified.

Direct and announce calls, take messages, etc.

Assist with mailing tasks, schedule package shipping.

Order office supplies, schedule meetings and ensure functionality of office flow.

Make copies, scan documents, provide general office assistance.

Record, track and maintain HOA Insurance reporting.

Manage files and track current claims or notices

Coordinate vehicle insurance, registrations for Management Company.

Assist HOA Management in communicating messages to owners with inquiries.

Track owner changes and directories.

Assist new owners.

Additional tasks as directed by the HOA Manager and Facilities Manager

Maintain a safe work environment.

Job Qualifications

Education:

Business or architecture/engineering/science degree preferred or equivalent experience.

Experience:

Experience administering HOA services.

Office administration or receptionist experience desired.

Customer Service experience required.

License/Qualifications:

CPR/First Aid Certification preferred.

FLSA Information

Management Activities

None

Discretion / Independent Judgment

This position does represent the company in handling complaints, arbitrating disputes or resolving grievances, as an Administrative Coordinator you will be expected to work with Associates and visitors to ensure satisfaction. An Administrative Coordinator will have to take initiative and get creative in resolving challenges and involve a supervisor only when previous methods have been unsuccessful.

ADA Information

Physical Requirements

Ability to speak and hear

Close and distance vision

Frequent sitting with some walking and standing

Frequently lifts/carries up to 10 lbs.

Continual use of manual dexterity and gross motor skills with frequent use of bi-manual dexterity and fine motor skills

Working Conditions

Generally in an indoor office setting

Will be using a computer frequently