HOA Administrative Assistant

Palmyra Harbour Condominium Association is seeking a reliable and organized Administrative Assistant to support the daily operations of the community office. This position plays an important role in assisting residents, maintaining accurate records, and ensuring that community processes and policies are followed.

The ideal candidate is professional, detail-oriented, and enjoys helping people while also being comfortable communicating policies and maintaining professional boundaries when necessary.

Schedule:
Part-time position, approximately 25 hours per week.

·       Provide administrative support to ensure efficient office operations.

·       Serve as a primary point of contact for homeowners and residents by answering phone calls, emails, and inquiries.

·       Communicate community policies and procedures clearly and professionally.

·       Keep homeowner records and profiles within the property management system.

·       Track and document rental units to ensure compliance with governing documents.

·       Follow resident event space rental process, including scheduling and documentation.

·       Follow PHCA ID verification and issuance process.

·       Update and maintain the community calendar and coordinate updates with committees and community signage.

·       Process and track Certificates of Insurance (COI).

·       Track and document handicap parking sign requests.

·       Enter and track work orders, complaints, and resident documentation to ensure timely follow-up.

·       Maintain organized digital and physical files 

·       Assist with community communications and occasional social media updates.

·       Follow established Standard Operating Procedures (SOPs) and take ownership of assigned projects.

·       Minimum 2 years of administrative or customer service experience

·       Strong communication and customer service skills

·       Ability to work in a fast-paced environment and manage multiple tasks

·       Organized, detail-oriented, and dependable

·       Comfortable communicating policies and maintaining professional boundaries

·       Ability to follow processes and escalate issues when necessary

·       Proficiency in Microsoft Office Suite

·       Experience with AppFolio or other property management software is a plus

·       Strong digital and organizational skills

Our Community
Palmyra Harbour is a primarily owner-occupied community that values respect, cooperation, and shared responsibility among neighbors. The administrative office plays an important role in supporting residents while also maintaining the standards that help protect the community and property values.

We are looking for someone who enjoys helping people, takes pride in staying organized, and is comfortable working within established procedures to help the community run smoothly.

·       Health, dental, vision, and life insurance benefits available

·       8 paid holidays per year

·       Vacation time available after the first year of employment

·       NJ Earned Sick Leave

Pay: $16–$18 per hour (based on experience)