On-Site Administrative Assistant

Cadden Community Management

5h•Onsite

About The Position

Cadden Community Management is seeking a professional, detail-oriented On-Site Community Support Specialist / Administrative Assistant to support the daily operations of a homeowners association community. This role serves as the front line for resident interaction, administrative coordination, and office organization. The ideal candidate is highly organized, customer-service driven, and confident managing multiple priorities in a fast-paced, on-site environment.

Requirements

1–3 years of administrative, customer service, or office support experience
Strong organizational and multitasking skills
Excellent verbal and written communication skills
Proficient in Microsoft Office (Outlook, Word, Excel)
Comfortable learning new software systems (experience with CRM or property management software is a plus)
Professional demeanor with strong customer service focus

Nice To Haves

HOA, property management, or real estate experience
Experience working in an on-site or front office environment
Familiarity with homeowner communications and community operations

Responsibilities

Serve as the primary point of contact for homeowners, residents, and vendors
Respond to phone calls, emails, and in-person inquiries professionally and promptly
Assist residents with questions related to their community, accounts, and requests
Support positive community relationships through responsive, solution-oriented service
Provide administrative support to the Community Manager and on-site team
Maintain organized electronic and physical records for the association
Assist with preparing meeting materials, notices, and correspondence
Coordinate scheduling, appointments, and on-site activities
Process and track homeowner requests, architectural submissions, and work orders
Assist with compliance tracking and documentation
Support billing inquiries and coordination with accounting as needed
Ensure accurate data entry and recordkeeping in management systems
Utilize CRM and property management software (Vantaca or similar systems)
Maintain accurate, real-time updates on homeowner communications and tasks
Learn and adapt to new systems and processes as needed
Serve as a professional and approachable point of contact for homeowners and board members
Build and maintain positive working relationships within the assigned community
Represent Cadden Community Management by consistently upholding core values through responsiveness, professionalism, and follow-through in all community interactions
Support a culture of accountability, clear communication, and service excellence