Office Administrator Job at Associa (Beaverton)

Office Administrator

Associa

Location:
United States , Beaverton

Category:
Office Administration

Contract Type:
Not provided

Salary:

22.00 - 24.00 USD / Hour

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Job Description:

Associa is looking for an Office Administrator to join our team.The Office Administrator is a highly visible, community-focused role that serves as a welcoming point of connection for residents and a trusted partner to the Oak Hills HOA Board. This position plays a central role in helping homeowners feel supported and informed by coordinating resident services, managing facility rentals, assisting with compliance matters, and ensuring smooth day-to-day office operations. The Office Administrator helps keep the community connected by managing communications, maintaining accurate records, and delivering friendly, high-quality service.

Job Responsibility:

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

Requirements:

3+ years of experience in a customer-facing role required
Experience in property management, HOA administration, residential services, or municipal/community-facing operations strongly preferred
Familiarity with HOA governance, compliance, and community standards a plus
Proficiency in Microsoft 365 required including Outlook, Excel, PowerPoint, and Bookings
Strong preference for candidates experienced with Weebly (or similar)
Skilled at drafting communications, updates, and event/announcement content
Strong organizational skills with the ability to manage multiple priorities independently
Excellent written and verbal communication skills with a high level of professionalism
Commitment to confidentiality, integrity, and service excellence

What we offer:

World-Class Training
Additional Income Opportunities
CAI (Community Association Industry) Course/Designation Assistance
Paid Time Off/Holidays
Comprehensive Medical Benefits
Wellness Incentives
Mileage Reimbursement
Company Cellphone
Hybrid: In Office/WorkFromHome Schedule

Additional Information:

Job Posted:
February 14, 2026

Employment Type:

Fulltime

Work Type:

Hybrid work

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