Administrative Assistant / HOA Maintenance Coordinator
Northland Property Management – Traverse City, MI
Are you organized, personable, and a strong communicator who enjoys staying busy, solving problems, and keeping things moving?
Northland Property Management is looking for an Administrative Assistant / HOA Coordinator to join our growing team! This unique hybrid position combines front-office support, leasing assistance, and HOA maintenance coordination. One minute you may be answering a phone call or helping schedule a property showing, and the next you may be getting quotes for an HOA repair, coordinating with a contractor, or driving through a community to check for bylaw violations.
What You'll Do
Keep the Office Moving
You'll be an important part of our day-to-day office operations and often one of the first people our clients and prospective residents interact with.
· Answer incoming phone calls and assist or direct callers to the appropriate team member
· Monitor and respond to general emails and inquiries
· Provide friendly, professional customer service to owners, tenants, prospective tenants, vendors, and Board members
· Assist with scheduling and conducting property showings
· Assist with preparing notices, correspondence, mailings, scanning, filing, and general office organization
Be Our HOA Maintenance Go-To
A major part of this position is coordinating maintenance for the condominium and homeowners associations we manage. You won't be the person fixing the problem—you'll be the person making sure the right people know about it and that it gets handled.
· Receive and coordinate HOA maintenance requests
· Communicate with Board members regarding maintenance needs and obtain approval before work is scheduled
· Contact vendors and contractors to obtain quotes and proposals
· Present quotes and maintenance information to the appropriate Board members for review
· Schedule approved maintenance and repair work
· Coordinate routine services such as lawn care, snow removal, landscaping, pest control, and other association maintenance
· Follow up with vendors to make sure work is completed and nothing falls through the cracks
· Keep organized records of quotes, approvals, work orders, vendor communication, and completed projects
Hit the Road for HOA Drive-Bys
Not everything happens behind a desk! This position will also spend time visiting the communities we manage.
· Conduct routine drive-through inspections of HOA communities
· Look for potential bylaw and rule violations
· Take photos and document potential violations
· Prepare and track violation notices
· Follow up on previously identified violations to determine whether they have been corrected
· Help ensure each community's rules and standards are consistently monitored
What We're Looking For
Experience in administrative support, customer service, property management, leasing, HOA/condominium management, or maintenance coordination is a plus. Experience with AppFolio and Google Workspace is also helpful, but we're happy to train the right person.
· Strong organizational and follow-through skills
· Ability to juggle multiple priorities without losing track of the details
· Comfortable picking up the phone and communicating with vendors and Board members
· Ability to communicate professionally, even when conversations aren't always easy
· Friendly, professional, and confident communicating by phone, email, and in person
· Comfortable learning new software and systems
· Valid driver's license and comfortable driving to local HOA communities
Why Northland?
Property management is never boring, and that's especially true in this role. You'll work with a variety of people, properties, and communities, so every day brings something a little different.
This position is a great fit for someone who likes staying busy and enjoys a combination of desk work, working with people, and getting out of the office.
You'll be joining a growing team where your organization, communication, and ability to keep things moving will make a difference every day.
If you're a strong communicator who can represent our company professionally, stay organized, solve problems, and keep things moving, we'd love to hear from you!
Apply today to join the Northland Property Management team.
Pay: $22.00 - $24.00 per hour
Benefits:
- 401(k) matching
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
