The posting
On-Site Administrative Assistant
Community Association Management
Position Summary
The On-Site Administrative Assistant provides administrative, customer service, and operational support to the Community Manager and Board of Directors. This position serves as a primary point of contact for homeowners, assists with the daily operations of the community, and helps ensure that association records, communications, and service requests are handled accurately and professionally.
Essential Duties and Responsibilities
Homeowner and Customer Service
- Greet homeowners, residents, vendors, and visitors in a professional and courteous manner.
- Answer telephone calls, respond to emails, and assist with homeowner inquiries.
- Process service requests and direct concerns to the appropriate staff member or department.
- Maintain a 24-hour response expectation for homeowner communications, when applicable.
- Assist homeowners with accessing the community portal, submitting requests, and obtaining association information.
Administrative Support
- Maintain organized electronic and physical association records.
- Prepare correspondence, notices, e-blasts, meeting materials, and other community communications.
- Assist with scheduling Board meetings, annual meetings, vendor appointments, and community events.
- Prepare and distribute meeting packets, agendas, and supporting documents as directed.
- Track action items and follow up on outstanding tasks to support timely completion.
Community Operations
- Assist the Community Manager with coordinating vendors, maintenance requests, and work orders.
- Monitor the status of open service requests and provide updates to homeowners and management.
- Support the preparation and distribution of deed restriction notices in accordance with company procedures.
- Assist with architectural control applications, including tracking submissions and communicating status updates.
- Conduct administrative follow-up on community projects and maintenance matters.
Financial and Records Support
- Assist with invoice intake, coding, and routing through the established approval process.
- Maintain accurate records of invoices, vendor documentation, and homeowner correspondence.
- Support the Community Manager with budget preparation, financial report distribution, and assessment-related inquiries.
- Refer accounting questions or matters requiring specialized access to the appropriate accounting department.
Board and Management Support
- Provide administrative assistance to the Board of Directors under the direction of the Community Manager.
- Help prepare weekly updates, monthly calendars, and management reports.
- Maintain confidentiality of homeowner, Board, and association information.
- Follow Graham Management policies, procedures, and established service standards.
Requirements
Qualifications
- High school diploma or equivalent required; additional administrative or business education preferred.
- Previous administrative, customer service, or community association management experience preferred.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office, including Outlook, Word, and Excel.
- Ability to learn and utilize community management software and homeowner portals.
- Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
- Professional demeanor and ability to work effectively with homeowners, Board members, vendors, and management.
Work Environment
This is an on-site position requiring regular interaction with residents, vendors, and association representatives. The employee must be able to work independently while maintaining consistent communication with the Community Manager and Graham Management's corporate office.
Reporting Structure
Reports directly to the assigned Community Manager, with additional oversight from the Director of Management.
Benefits
- Salary $40,000 annually
- Medical, Dental, Vision, Life Insurance
- 401k retirement benefits also available.
- Generous PTO and paid holidays.
