Onsite HOA Receptionist/Administrative Assistant (CHTX2024-7681)

$41,600 - $47,840/Yr

RealManage - Cedar Hill, TX

Full-time - Entry Level

Cedar Hill, TX

Real Estate

About the position

The Onsite HOA Receptionist/Administrative Assistant plays a crucial role in managing daily operations of community associations, providing professional services and exceptional customer satisfaction. This position serves as the primary face of the onsite office, assisting homeowners with inquiries, managing documentation, and ensuring smooth communication between residents and management. The role requires a blend of administrative support and customer service skills, with a focus on maintaining community standards and facilitating positive interactions.

Responsibilities

• Assist with homeowner-related inquiries via walk-in, phone, and email.
• Provide receptionist and administrative support to the Assistant General Manager (AGM).
• Help residents with statements and assessment payments, directing them to the appropriate personnel as needed.
• Conduct inspections of the community, reporting property code violations and maintaining community appearance.
• Document and track violation notices, including taking photos and recording observations.
• Triage incoming emails and respond to customer calls regarding inquiries and concerns.
• Represent the management company and association positively and professionally.
• Assist owners with questions regarding account information, rules, and procedures.
• Open and distribute all mail and packages appropriately.
• Maintain the Conference Room Calendar and clubroom reservations.
• Assist with scheduling of Architectural Control Committee (ACC) meetings.
• Keep New Homeowner Orientation packets stocked and up to date.
• Utilize Google Drive and Microsoft Office applications for various tasks.
• Maintain owner files and the owner portal with current documents.
• Act as a liaison between owners/guests and vendors as needed.
• Prepare for HOA Board meetings and the Annual Owners Meeting following set procedures.
• Assist AGM with various projects and attend miscellaneous meetings as requested.

Requirements

• High school diploma or GED required; Associate degree preferred.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Ability to work under pressure and meet deadlines while providing exemplary customer service.
• Detail-oriented with strong organizational skills.
• Must have own vehicle and a clean driving record.
• Previous HOA experience is required.
• Ability to read and interpret governing documents for communities.
• Strong multitasking and time management skills.
• Ability to work independently and as part of a team.

Nice-to-haves

• Experience with proprietary software for documentation and tracking.
• Familiarity with community association management practices.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance
• Education reimbursement
• 11 paid holidays