Administrative Specialist (NV)

Seabreeze Management Company Inc•Enterprise, NV

5d•Onsite

About The Position

The Administrative Specialist is responsible for performing a variety of clerical and document support tasks with a focus on scanning, organizing, and maintaining digital records. This role supports the overall efficiency of the office by ensuring that documents are accurately filed, securely stored, and easily retrievable.

Requirements

Minimum 2 years of experience in the HOA industry, managing homeowners’ associations, city government, or related administrative experience
Strong analytical, problem-solving, and creative thinking skills with a customer service-driven mindset
Excellent, effective, and diplomatic verbal and written communication skills
Strong attention to detail with exceptional organizational and document control abilities
Knowledge of records management best practices and understanding of HOA governing documents and regulations (or willingness to learn)
Ability to handle sensitive and confidential information with professionalism and discretion
Proficient in Microsoft Word, Excel, Outlook, and PowerPoint, as well as document management systems and standard office software
High School Diploma or equivalent required.
Regular business hours and after regular business hours, as necessary.

Responsibilities

Scan, label, and electronically file physical documents in accordance with company naming conventions
Prepare documents for scanning by removing staples, repairing tears, and ensuring readability
Maintain organized digital and physical filing systems to ensure quick retrieval and long-term storage
Perform routine data entry, file cleanup, and quality control checks to maintain accurate records
Ensure documents are properly labeled, dated, archived, and securely stored
Maintain official HOA records including governing documents, policies, resolutions, contracts, and related materials
Ensure documentation complies with Nevada state laws, HOA regulations, and governing documents
Track updates, amendments, approvals, policy changes, and expirations (contracts, insurance, licenses)
Assist with audits, inspections, and legal documentation requests
Prepare, assemble, distribute, and archive board meeting packets and minutes
Maintain accurate records of board actions and resolutions
Provide residents with copies of governing documents upon request
Respond to document-related inquiries in a timely and professional manner
Support management, board members, legal counsel, and other departments with documentation needs
Handle sensitive and confidential information with discretion and professionalism
Control access to restricted documents and ensure proper document security
Assist with general administrative duties such as photocopying, printing, assembling packets, and basic filing
Other duties as assigned