HOA Administrative Assistant / Receptionist

About the role

We are seeking a dynamic and professional HOA Administrative Assistant / Receptionist to support the day‑to‑day operations of our gated estate. The role combines front‑desk duties with comprehensive financial and administrative responsibilities, ensuring smooth estate management and excellent service to owners.

Key responsibilities

• Act as the first point of contact for visitors, owners and service providers.
• Process supplier invoices, verify against contracts and budgets, and prepare payment packs for trustee approval.
• Maintain accurate financial records, track levy payments, arrears and audit‑ready documentation.
• Coordinate design review meetings, schedule minutes, and ensure all criteria and payments are met before meetings.
• Manage all administrative matters for the residential and estate management portfolio, including record keeping and document control.
• Safeguard confidential information and uphold the highest standards of business ethics.

Required profile

• Strong customer‑service orientation with the ability to interact effectively with owners.
• Understanding of governing documents such as bylaws, lease and sale agreements, and design guidelines.
• Self‑motivated, detail‑oriented and able to work under pressure to meet deadlines.
• High level of integrity and commitment to financial governance.

Required skills

• Proficiency in financial administration and invoice processing.
• Accurate record‑keeping and audit documentation.
• Ability to coordinate meetings and manage schedules.
• Strong organizational and time‑management abilities.