Position Summary

The Office Manager is responsible for overseeing the daily administrative operations of the HOA management office. This role ensures efficient office functionality, supports community managers and staff, coordinates communication with homeowners and board members, and maintains organized records and processes in compliance with company policies and HOA regulations.

Key Responsibilities

Office Operations

Manage day-to-day office functions to ensure smooth and efficient operations
Maintain office supplies, equipment, and vendor relationships
Develop and implement administrative procedures and best practices

Administrative Support

Provide support to Community Association Managers and leadership team
Prepare correspondence, reports, meeting materials, and presentations
Maintain calendars, schedule meetings, and coordinate appointments

Records & Compliance

Maintain accurate HOA records, including contracts, financial documents, and homeowner files
Ensure compliance with governing documents, state regulations, and company policies
Assist with document retention and organization (digital and physical)

Meeting & Event Coordination

Coordinate board meetings, annual meetings, and community events
Prepare agendas, meeting notices, and minutes as needed
Ensure proper documentation and follow-up on action items

Qualifications

Education & Experience

High school diploma required; Associate’s or Bachelor’s degree preferred
3–5 years of office management or administrative experience (HOA or property management experience preferred)

Skills & Abilities

Strong organizational and multitasking skills
Excellent written and verbal communication
Proficiency in Microsoft Office (Word, Excel, Outlook) and property management software
Ability to handle confidential information with discretion
Strong customer service and problem-solving skills

Physical Requirements

Ability to sit, stand, and work at a computer for extended periods
Occasional lifting of office supplies (up to 20 lbs)

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