HOA Coordinator

Auberge Collection•Fort Lauderdale, FL

23h

About The Position

The HOA Coordinator supports the daily administrative and operational functions of the Homeowners Association. This role serves as a key point of contact for residents, vendors, and internal departments, ensuring accurate recordkeeping, seamless communication, and compliance with association policies and procedures.

Requirements

Strong organizational skills with high attention to detail
Excellent written and verbal communication skills
Ability to manage multiple priorities in a fast-paced environment
Proficiency in Microsoft Office (Excel, Word, Outlook); experience with property management systems (e.g., BuildingLink) preferred
Customer-service mindset with a professional and approachable demeanor

Responsibilities

Maintain and update all internal systems, including spreadsheets, forms, resident files (digital and hard copy), mailing lists, directories, and BuildingLink profiles to ensure accuracy and relevance
Track and manage information related to residents, vehicles, visitors, contractors, pets, occupancy schedules, and sales/resales
Organize and maintain official Association records, including agendas, meeting minutes, notices, contracts, and affidavits
Receive and distribute mail across internal departments
Serve as a primary point of contact for residents, responding to emails, phone calls, and inquiries in a timely and professional manner
Communicate with realtors, agents, designers, vendors, contractors, insurance companies, and appraisers regarding building policies and procedures
Send welcome communications to new homeowners, including completed documentation, payment instructions, and key association information
Coordinate elevator reservations for resident move-ins and move-outs
Support the Loading Dock and Lifestyle Desk by handling unscheduled visitors, deliveries, and contractor inquiries
Assist HOA Management with daily property operations and resident relations by coordinating requests and communications
Ensure smooth coordination between departments for resident services and operational needs
Verify that all vendor, contractor, and resident insurance requirements are met and properly documented
Review lease applications, resale packages, and modification requests for completeness before submitting to the Residences Property Manager and Board of Directors for approval
Maintain and order office supplies for multiple departments, including Lifestyle, Security/Receiving, and Management