We are seeking a detail-oriented Administrative Assistant to support a Property Manager in a busy HOA/Condominium management office with a strong focus on professional communication, organization, follow-through, and resident service. This role serves as a primary point of contact for homeowners, residents, board members, vendors, contractors, and community partners.
Responsibilities include:
- Managing phone calls, emails, and general communications for the Property Manager and assigned associations
- Preparing correspondence, notices, violation letters, meeting materials, and updates for homeowners, residents, board members, vendors, and contractors
- Creating, submitting, and tracking maintenance work orders, common area service requests, and vendor follow-up items
- Processing homeowner alteration requests and communicating approvals, denials, and needed follow-up documentation
- Preparing board packets, agendas, minutes, owner communications, and meeting materials for HOA and condominium association meetings
- Occasional attendance at annual or special meetings, and onsite visits as required for coordinating contractor access, posting signs, office hours, etc.
- Submitting invoices, check requests, and supporting documentation to Accounts Payable for association expenses
- Maintaining organized records for homeowner inquiries, governing document compliance, vendor proposals, insurance items, and community projects
- Handling confidential owner, board, vendor, and association information with professionalism and discretion
Qualifications:
- Minimum 2 years of administrative assistant experience; HOA, condominium, property management, or real estate office experience preferred
- Strong organizational, multitasking, follow-through, and customer service skills
- Excellent written and verbal communication skills, with the ability to communicate professionally with homeowners, board members, vendors, and contractors
- Proficient in Microsoft Office; experience with property management software, work order systems, or association management platforms preferred
- Ability to read and reference association governing documents, rules and regulations, meeting materials, and vendor proposals
- High school diploma or equivalent required; college coursework or related training preferred
- Valid driver’s license required
Job Type: Full-time
Pay: $45,000.00 - $50,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Administrative Assistant: 2 years (Preferred)
Ability to Commute:
- Pittsburgh, PA 15229 (Required)
Work Location: In person
