HOA Administrative Assistant

Open House Texas Realty and Investments LLC is a full-service, high-volume real estate investment and property management company that provides single-family rentals to international investors.

We are seeking a qualified, knowledgeable Administrative Assistant to assist in our continued growth. A strong ability to problem solve, manage multiple tasks at once as well, and receive direction from multiple team members is a must. Individuals must be able to provide prompt and efficient executive-level administrative service for our HOA and Property Management department. This position will be part of a team that is responsible for the day-to-day operations of multiple regions/sites across the country.

Responsibilities and Duties:

Administrative support for various functions of the HOA and Property Management Department. This would include but not be limited to the following:

• Data entry, creating reports, closeout files, photocopying, faxing, scanning
• Set up and maintain accurate files and records (physical and electronic) that may be easily accessed by all- Prepare e-mails, send, and forward communication between clients, tenants, vendors, and department team members
• Handle correspondence, telephone contacts, and incoming mail, including confidential materials, accept and secure payments
• Provide assistance in preparing materials, compiling statistical information, and other special projects as required
• Assist the Property Management department with investor reports, projects, and presentations
• Maintains working relationships with inter-departmental staff, vendors, and residents
• Work closely with the HOA, maintenance, and Asset Management departments in order to help initiate and execute the proper documentation and actions
• Establishes contact with the HOA, handles the account setup, and oversees recurring payment management to prevent liens from being placed
• Review incoming mail/correspondence to ensure invoices are paid timely, capture billing information, and inform management on votes regarding association rules and changes that affect tenants
• Maintains and tracks an accurate log of Leasing Restricted communities to ensure our investments align with company standards
• Audits tenant ledgers to maintain appropriate chargebacks; Actively follows up with outstanding issues, violations, or requirements
• Creates violation notices within CRM to comply with HOA rules and regulations; Notifies residents of necessary compliance issues
• Completes all processing of HOA and City Code notices and violations received in a timely manner
• Monitors acquisitions of new properties and turns to ensure no violations are attached to the home
• Negotiates debt to reconcile any liens against the owned properties; examines invoices, challenges erroneous charges, recoups amounts owed
• Disputes contested fines and/or violations with HOAs and local municipalities
• Adheres to all Fair Housing laws

Qualifications and Skills:

• 2+ years in an administrative role
• 1+ years experience in Property Management is required
• 1+ years of experience with HOA coordinator preferred, but not required
• Proficient in Microsoft Office, Excel, and various software programs
• Ability to handle multiple tasks/assignments
• Strong communication skills, verbal and written, and organizational skills
• Desire to work as part of a team with a strong focus on client needs
• Accuracy, timeliness, and expediency are extremely important
• Ability to exercise discretion and maintain confidentiality
• Gmail knowledge is preferred, but not required
• Bilingual is preferred, but not required

A background check, drug screening and motor vehicle background search will be required for all final candidates during the application process. All candidates must have authorization to work in the United States. A final written offer of employment from Open House Texas/Atlanta Realty & Investments LLC will be contingent upon clear results of a thorough background check, drug screening and motor vehicle background search.

Open House Texas/Atlanta Realty & Investments LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.