Executive Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Handle incoming phone calls from homeowners, board members, vendors, contractors, and service providers.

• Provide professional and empathetic responses to homeowner inquiries and requests.

• Assess the nature of inquiries, collect relevant information, and facilitate appropriate next steps.

• Compose, send, and manage professional email correspondence.

• Create tasks from incoming communications and ensure timely follow-up.

• Monitor unresolved requests from homeowners, vendors, and associations until completion.

• Keep accurate notes and records of conversations, requests, decisions, and follow-up actions.

• Utilize Buildium to manage association information, communications, records, documents, tasks, and property management activities.

• Ensure the accuracy of homeowner, property, vendor, and association information in company systems.

• Upload, organize, retrieve, and maintain association documents and records effectively.

• Oversee vendor and contractor bid processes.

• Request, collect, organize, review, and compare vendor bids.

• Research vendors and contractors to verify licenses, insurance, and compliance documentation.

• Maintain vendor records, certificates, bids, contracts, and related documents.

• Coordinate vendor access to association properties.

• Track vendor projects, schedules, completion, documentation, and outstanding items.

• Assist with the administration of HOA board elections, including schedules, notices, milestones, and records.

• Attend association board meetings via Zoom as needed.

• Take minutes during board meetings, documenting decisions, action items, responsibilities, and follow-up tasks.

• Help schedule board meetings and coordinate associated information.

• Prepare and distribute disclosure packets and association document packages.

• Organize, combine, separate, rename, and review PDF documents for accuracy and completeness.

• Maintain organized digital files for each association.

• Create and manage spreadsheets for bids, projects, elections, property information, records, and operational tracking.

• Perform basic data entry and ensure the accuracy of records across company systems.

• Assist with bank reconciliations, basic financial tracking, invoices, and financial documentation.

• Maintain calendars, reminders, deadlines, and recurring responsibilities across multiple associations.

• Monitor outstanding tasks and proactively follow up to prevent missed deadlines.

• Provide regular updates on project status, homeowner requests, vendor activities, elections, and operational matters.

• Support general property management and administrative responsibilities for the HOA.

• Assist management with daily operational tasks and special projects.

• Identify missing information, incomplete documentation, or unresolved items and work towards resolution.

• Handle homeowner, financial, vendor, board, and association information with professionalism and confidentiality.

• Take ownership of assigned responsibilities until final completion.

⛳️ Requirements

• At least 2.5 years of demonstrated experience as an Administrative Assistant, Executive Assistant, Office Administrator, Operations Coordinator, Property Management Assistant, or a similar support role.

• Strongly preferred experience in property management, HOA, community association, or real estate.

• Familiarity with Buildium is a significant advantage.

• Extensive administrative and operational support experience.

• Excellent written and verbal communication abilities.

• Professional and confident phone demeanor.

• Comfortable communicating directly with homeowners, board members, vendors, contractors, and service providers.

• Strong customer service skills and the ability to communicate professionally with concerned or frustrated homeowners.

• Exceptional organizational skills and keen attention to detail.

• Capability to simultaneously manage multiple associations, projects, deadlines, and responsibilities.

• Strong follow-through and ability to ensure open tasks are completed.

• Experience in coordinating vendors and requesting or comparing bids is preferred.

• Comfortable researching vendors and reviewing online information and customer feedback.

• Experience in organizing contracts, insurance documents, licenses, PDFs, and other business records.

• Proficient in using spreadsheets for tracking projects, bids, deadlines, and property information.

• Preferred experience in taking meeting minutes and documenting action items.

• Strong skills in PDF and digital document management.

• Comfortable learning and navigating property management software and other online platforms.

• Basic bookkeeping, accounting, bank reconciliation, or financial administration experience is a plus.

• Bilingual communication skills in English and Spanish are a strong plus.

• Tech-savvy and adept at learning new software and systems.

• Strong problem-solving abilities and the capability to determine appropriate next steps.

• Dependable, proactive, responsive, and able to work independently.

• Able to manage recurring responsibilities without the need for constant reminders or oversight.

• Strong discretion when handling confidential homeowner, board, vendor, and financial information.

• Commitment to long-term employment with the company.

🏝️ Benefits

• Competitive salary.

• Opportunity to influence the HR function of a rapidly growing BPO.

• Collaborate closely with a team of industry leaders who have successfully scaled BPOs previously.

• Opportunities for career growth and development.