Job Details

Associa is looking for an Office Administrator to join our team. The Office Administrator is a highly visible, community-focused role that serves as a welcoming point of connection for residents and a trusted partner to the Oak Hills HOA Board. This position plays a central role in helping homeowners feel supported and informed by coordinating resident services, managing facility rentals, assisting with compliance matters, and ensuring smooth day-to-day office operations. The Office Administrator helps keep the community connected by managing communications, maintaining accurate records, and delivering friendly, high-quality service.

Responsibilities:

• Community Engagement, Communication & Member Services
  • Serve as the primary point of contact for homeowners, renters, and visitors.
  • Draft and distribute community announcements, newsletters, and Board communications.
  • Maintain accurate homeowner and tenant records across digital systems.
  • Support online portals (TownSq and website) including meeting schedules, minutes, voting, and surveys.
  • Provide timely support for homeowner inquiries, disputes, and information requests.
  • Issue compliance notices and assist in follow-up communication where appropriate.
  • Support community events and engagement initiatives, including registrations and outreach.
• Facilities, Amenities & Rental Administration
  • Manage scheduling, communication, invoicing, and access for facility rentals.
  • Ensure amenities are properly stocked and operational in collaboration with operations staff.
  • Oversee visitor and renter access including keycard issuance and recordkeeping.
  • Coordinate with staff and vendors for on-site needs related to reservations and HOA programs.
  • Monitor conditions within shared amenities and report facility issues.
• Financial & Administrative Operations
  • Track and organize invoices, receipts, and expense documentation for approvals.
  • Support delinquent account management and homeowner billing communications.
  • Prepare Board meeting packets, operational reports, and documentation on schedule.
  • Maintain secure and accurate association records, contracts, and resolutions.
  • Assist with account reconciliation, expense coding, and coordination with CPA/auditors.
  • Create and maintain templates, forms, and administrative workflows.
• Technology Systems & Data Management
  • Maintain functionality and data integrity in TownSq and other HOA platforms.
  • Support homeowners and Board members with access, permissions, and system onboarding.
  • Update HOA website and digital resources with current information, documents, and announcements.
  • Utilize Microsoft Bookings and other 365 tools for scheduling and communication.
• Vendor & Facilities Coordination
  • Assist in sourcing and onboarding vendors and contractors.
  • Coordinate work orders, access, scheduling, and communication with service providers.
  • Monitor service delivery and escalate issues to Maintenance Specialist or Board as needed.
  • Maintain inventory of office and amenity supplies and place replenishment orders.

Benefits Summary:

• World-Class Training

• Additional Income Opportunities

• CAI (Community Association Industry) Course/Designation Assistance

• Paid Time Off/Holidays

• Comprehensive Medical Benefits

• Wellness Incentives

• Mileage Reimbursement

• Company Cellphone

• Hybrid: In Office/Work From Home Schedule

Compensation: $22.00 - $24.00/hour; direct experience highly considered.

• 3+ years of experience in a customer-facing role required.
• Experience in property management, HOA administration, residential services, or municipal/community-facing operations strongly preferred.
• Familiarity with HOA governance, compliance, and community standards a plus.
• Proficiency in Microsoft 365 required including Outlook, Excel, PowerPoint, and Bookings.
• Strong preference for candidates experienced with Weebly (or similar).
• Skilled at drafting communications, updates, and event/announcement content.
• Strong organizational skills with the ability to manage multiple priorities independently.
• Excellent written and verbal communication skills with a high level of professionalism.
• Commitment to confidentiality, integrity, and service excellence