Job Description
Rancho San Diego Association
Executive Assistant
(Salary $49,000-$57,000)
The executive assistant provides crucial support for the efficient operation of a homeowners association. They are often the first point of contact for homeowners, vendors, and contractors, requiring a strong customer service focus and excellent communication skills. Responsibilities include answering phones, managing correspondence, maintaining records, assisting with homeowner inquiries, and coordinating meetings and events. They also support the General Manager and other staff with administrative tasks and special projects.
Core Administrative Tasks :
Front Desk, Reception & Communication:
Answering phones, greeting visitors, and directing inquiries to the appropriate staff or board members.
Resident Assistance: Addressing resident inquiries, providing information about community rules and procedures, and assisting with requests.
Correspondence Management: Drafting and distributing letters, handling mail, emails, and other communications to residents.
Administrative Support: Assisting with tasks like scheduling meetings, preparing reports, and managing office supplies.
Record Keeping: Maintaining accurate records of homeowner database information, association documents, meeting minutes, updating community information on website or portal, financial transactions, and assisting in collections process.
Meeting & Event Coordination: Assisting with scheduling Board & Annual meetings, preparing agendas, packets, and distributing meeting materials.
Financial Support: Processing payments, invoices, and other financial transactions. Assisting with billing, budgeting, and financial reporting.
Vendor Management: Coordinating vendors for maintenance, repairs, and other services.
Communication & Correspondence: Preparing and distributing newsletters, notices, sends e-blasts, and other communications to residents. Assisting homeowners with their inquiries, providing information about HOA policies & procedures, and processing requests.
Specific HOA-Related Tasks:
Homeowner Relations: Assisting homeowners with questions, concerns, and requests related to community policies, procedures, and amenities. Creating & distributing communications to homeowners regarding maintenance, and events. Assist with investigation of encroachment issues, process Indemnities, and maintain key fob access.
Compliance & Enforcement: Assisting with monitoring community rules & regulations, including sending out violation notices, ensuring compliance, and reporting any issues to the appropriate parties.
On-site Responsibilities: Depending on the association, responsibilities may include inspecting the property for maintenance issues or rule violations, overseeing common area maintenance, and assisting with amenities like clubhouses and pools.
Architectural Review: Assisting with the architectural review process, including receiving & processing applications, tracking progress, and communicating with homeowners.
Amenity Management: Assisting with the management of community amenities, such as clubhouses, pools, and tennis courts, including reservations and key fob access control.
Website and Online Portals: Maintaining and updating information on the HOA's website or online portals.
Skills and Qualifications:
Strong Communication Skills: Excellent verbal and written communication skills are essential for interacting with homeowners, board members, and vendors including strong grammar, punctuation, and spelling.
(Additional languages, Spanish preferred)
Organizational Skills: The ability to manage multiple tasks, prioritize effectively, and maintain accurate records is crucial.
Customer Service Skills: Providing excellent customer service to homeowners and addressing their inquiries and concerns in a professional and helpful manner.
Computer Literacy: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software is required, along with learning new software.
Attention to Detail: Accuracy and diligence are important for maintaining records, processing payments, and other administrative tasks.
Critical Thinking Skills: The ability to identify and resolve issues related to homeowner concerns, compliance matters, or other administrative challenges.
HOA Knowledge: Understanding of HOA governing documents (i.e. Bylaws, and CC&Rs) relevant state and local regulations (i.e. Davis-Stirling Act in California).
Teamwork: Ability to work effectively within a team and support the overall goals of the association and management company.