Administrative Coordinator – Homeowners Association

Position Summary

The HOA Administrative Coordinator serves as the central point of contact for the association’s administrative operations. This role supports the Board of Directors, management team, and community members by maintaining records, processing communications, and ensuring that the HOA runs smoothly and in compliance with governing documents, state laws, and community policies.

Key Responsibilities & Duties

Administrative Support

• Serve as the primary administrative contact for homeowners, vendors, and the Board of Directors.
• Maintain accurate and organized records, including governing documents, motions book, contracts, insurance certificates, and correspondence.
• Draft, proofread and distribute official notices, and community updates.
• Schedule and coordinate Board and committee meetings, annual meetings, and community events.
• Coordinate with Property Manager to prepare meeting agendas and board packages.
• Coordinate all necessary documents on rental properties from unit owners.
• Arrange payment plans with owners upon request.
• Make changes to the rules and regulations handbook with any updates the board approves.
• Generate violation letters and follow up with the property manager to ensure the violation has been rectified.
• Generate paid assessment letters.
• Work with owners when they come to the office for assistance.

Communication & Homeowner Relations

Financial & Office Coordination

Compliance & Governance

Event & Project Support

Qualifications

Working Conditions

This job an in-office based position and the hours are 8 : 30-5 : 00 Monday through Friday with occasional evening or weekend hours.