Job Title: Administrative Assistant
Location: Dallas, TX
Job Summary: This individual will serve as a liaison between the HOA management company and the residents while maintaining community standards. This role requires someone who is organized, detail-oriented, has great customer service skills, and is ready to play a key role in the success of a dynamic community. This dedicated individual will provide essential administrative support to our property management team and have a primary focus on fostering a positive residential experience and ensuring smooth HOA operations.
What We Offer:
Associa offers a competitive benefits package to our full-time employees including medical, dental, and vision insurance, 401k, disability insurance, and support with wellness and development initiatives. We have been designated a Great Place to Work for six consecutive years and many of our locations are awarded as Best and Brightest.
How Our Employees Make an Impact:
- Serve as the first point of contact for residents, addressing inquiries, concerns, and complaints professionally and efficiently.
- Provide crucial administrative support to the Association Manager, ensuring smooth day-to-day operations.
- Communicate HOA policies, rules, and upcoming events via newsletters, emails, and community meetings.
- Maintain accurate records, prepare reports, and assist with documentation to support effective property management.
- Manage calendars, schedule appointments, and coordinate meetings to optimize the team’s productivity.
- Mediate disputes and assist in resolving resident concerns in accordance with community regulations.
- Maintain databases for amenity access cards and gated entry database for toll tags and windshield stickers, codes, and resident's vital updates. Handle access card and reservation applications for Association amenities and new owner/leasing Welcome Packets.
- Foster positive relationships with clients, tenants, and vendors, demonstrating a commitment to excellent customer service.
- Create and distribute marketing materials such as flyers, emails, websites, and newsletters to promote community events and updates.
- Track and report ongoing property compliance concerns to ensure timely resolution.
Requirements:
- Prior experience in HOA management, property inspection, community relations, or administrative support.
- Strong interpersonal and communication skills, able to address resident concerns effectively.
- Familiarity with HOA governing documents, policies, and building codes is a plus.
- Detail-oriented with the ability to document findings and prepare reports accurately.
- Strong problem-solving abilities and conflict resolution skills.
- Knowledge of Microsoft Office products (Word, Excel, Outlook) at a proficient level.
- Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
- Ability to communicate with multiple stakeholders, including community managers, vendors, peers, and clients.
- Able to work effectively with others in person and in group settings.
- Able to prioritize, manage time, and meet deadlines.
- Able to interpret verbal and/or written instructions at a proficient level.
- High School Diploma or GED Required.
- At least one year of directly related or closely related experience.
- Ability to work effectively in an on-site office setting.
Knowledge and Skills:
- Knowledge of general office equipment (copier, fax, phone systems, etc.).
- Knowledge of conflict resolution techniques at a proficient level.
- Professional communication skills (phone, interpersonal, written, verbal, etc.).
- Professional customer service skills.
- Self-motivated, proactive, detail-oriented, and a team player.
- Time management and time-critical prioritization skills.
- Bilingual preferred (English/Spanish fluent).
Education and Experience:
- High School diploma or GED Required.
- Associates Degree Preferred.
- 0 -- 3 years of directly related or closely related experience.
Company Description:
With more than 300 branch offices across North America, Associa is building the future of community for more than 7.5 million residents worldwide. Our 15,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 45 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.
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