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Associa · 9 hours ago

Office Administrator

Beaverton, OR

Full-time

Hybrid

Mid Level

$22/hr - $24/hr

3+ years exp

Associa is a leading company in community management with over 11,000 team members serving nearly five million residents. They are seeking an Office Administrator to serve as a key point of connection for residents and support the Oak Hills HOA Board by coordinating resident services and ensuring smooth office operations.

AccountingCommunitiesConsultingProperty ManagementReal Estate

Responsibilities

Serve as the primary point of contact for homeowners, renters, and visitors

Draft and distribute community announcements, newsletters, and Board communications

Maintain accurate homeowner and tenant records across digital systems

Support online portals (TownSq and website) including meeting schedules, minutes, voting, and surveys

Provide timely support for homeowner inquiries, disputes, and information requests

Issue compliance notices and assist in follow-up communication where appropriate

Support community events and engagement initiatives, including registrations and outreach

Manage scheduling, communication, invoicing, and access for facility rentals

Ensure amenities are properly stocked and operational in collaboration with operations staff

Oversee visitor and renter access including keycard issuance and recordkeeping

Coordinate with staff and vendors for on-site needs related to reservations and HOA programs

Monitor conditions within shared amenities and report facility issues

Track and organize invoices, receipts, and expense documentation for approvals

Support delinquent account management and homeowner billing communications

Prepare Board meeting packets, operational reports, and documentation on schedule

Maintain secure and accurate association records, contracts, and resolutions

Assist with account reconciliation, expense coding, and coordination with CPA/auditors

Create and maintain templates, forms, and administrative workflows

Maintain functionality and data integrity in TownSq and other HOA platforms

Support homeowners and Board members with access, permissions, and system onboarding

Update HOA website and digital resources with current information, documents, and announcements

Utilize Microsoft Bookings and other 365 tools for scheduling and communication

Assist in sourcing and onboarding vendors and contractors

Coordinate work orders, access, scheduling, and communication with service providers

Monitor service delivery and escalate issues to Maintenance Specialist or Board as needed

Maintain inventory of office and amenity supplies and place replenishment orders

Qualification

Customer service experienceProperty management experienceMicrosoft 365 proficiencyHOA governance knowledgeOrganizational skillsService excellenceWritten communicationVerbal communicationConfidentiality