Administrative Assistant

Onsite Administrative Assistant/HOA Community Liaison

Frisco, 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 primarily 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 and more. We have been designated 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:

Our Administrative Assistants are the heart of our property management operations, making a significant impact through:

• 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.
• Communication 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 tag 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 building 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, et) at a proficient level.
• Ability to communicate with multiple stakeholders, for example community managers, vendors, peers, clients.
• Able to work effectively with others in person and in group setting
• 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