About the Role:

The Admin Assistant provides administrative and operational support to the Community Administrator, helping ensure community management activities are completed accurately, efficiently, and on time. This role assists with manager communications, work orders, architectural requests, violations, service contracts, and other administrative needs for assigned associations.

The ideal candidate has an understanding of the HOA/condo industry, strong organizational skills, and excellent communication abilities. This role requires someone who can manage multiple priorities, provide responsive support, and maintain a professional, service-minded approach when working with homeowners, vendors, and internal team members.

Key Responsibilities

• Support the Community Administrator with daily administrative and community management tasks
• Answer and return calls from homeowners, vendors, and other community stakeholders
• Process and track work orders, architectural requests, violations, and related documentation
• Prepare service contracts for associations within the assigned portfolio
• Prepare, update, and distribute Excel spreadsheets and other community communications
• Assist with preparing and distributing correspondence and other association materials
• Maintain accurate records and documentation related to community activities
• Follow up on outstanding requests and administrative tasks to ensure timely completion
• Communicate professionally and effectively with internal and external stakeholders
• Spend approximately 50–75% of each shift handling phone-based communication

Qualifications & Skills

Important Skills:

• Understanding of the HOA/condo industry
• Strong administrative and organizational skills
• Excellent verbal and written communication skills
• Strong customer service abilities
• Proficiency with Microsoft Excel and spreadsheet management
• Ability to manage multiple tasks and competing priorities
• Strong attention to detail and accuracy
• Ability to coordinate and track work orders, requests, and documentation
• Strong follow-up and time management skills
• Ability to work effectively both independently and as part of a team

Ideal Personality & Mindset:

• Service-minded and professional
• Organized and detail-oriented
• Dependable with strong follow-through
• Proactive and responsive
• Positive and collaborative
• Adaptable when priorities change
• Comfortable communicating with homeowners, vendors, and colleagues
• Committed to accuracy and quality
• Able to anticipate needs and provide proactive support

Tools & Technologies

• Microsoft Excel
• Other administrative and communication tools as required

Skills requirements:

• Excellent English verbal and written communication
• Strategic thinker
• Writing and documentation skills
• Must be able to prioritize work
• Courteous and friendly
• Organized and has great attention to detail and quality assurance
• Ability to build trust
• Ability to work independently and manage multiple priorities
• Phone communication skills
• Other skills as required

Software requirement:

• Licensed OS

Hardware requirements:

• 5 MBPS or higher Internet (hardwired / not WIFI). If you don’t have 5 MBPS then you must agree to if selected.
• Private and quiet dedicated home office area
• Modern computer and operating system
• Back-ups in case of power or Telco interruptions
• Good headset and webcam (Preferably noise-canceling headset)

Work Schedule & Environment

• Monday through Friday
• 8:30 AM – 5:00 PM EST
• Remote work environment

Compensation

• $5/hour.
• All raises and bonuses are at the discretion of the client.