Job ID: 49680
Location: Columbia, South Carolina
Employment Type: Direct Hire
Last Updated: 2 days ago
Location: Downtown Columbia Trenholm Road area
Employment Type: Full-Time
Job Summary:
Our client, a leading Homeowners Association (HOA) property management firm, is seeking an experienced and highly organized Executive Administrative Coordinator to support the CEO and assist with various business operations. This role requires strong clerical skills, attention to detail, and the ability to multitask across accounting, compliance, document management, and communication with key stakeholders such as attorneys, developers, and HOA boards.
Key Responsibilities:
Executive Support & Administrative Tasks
- Serve as the primary administrative support for the CEO, handling scheduling, correspondence, and task management.
- Maintain organized records and documentation related to company operations, ensuring easy access and retrieval.
- Provide support in coordinating and tracking key projects, ensuring deadlines are met.
- Process payments for business licenses, permits, and vendor invoices.
- Track and manage insurance policies, ensuring all payments are made on time and preventing any lapses in coverage.
- Assist with basic financial tasks such as invoice reconciliation, expense tracking, and preparing reports for the CEO.
- Assist in the management and organization of governing documents for various HOAs, ensuring compliance with regulations.
- Work closely with attorneys, developers, and other stakeholders to track legal and contractual requirements, ensuring all necessary documentation is in place.
- Facilitate and maintain communication with HOA boards and property owners regarding policy updates and compliance requirements.
- Serve as a liaison between the company, developers, and other key players to ensure planned projects stay on track.
- Monitor project timelines, follow up on outstanding items, and provide updates to stakeholders.
- Assist in reviewing documents related to new developments, ensuring they align with HOA regulations and policies.
- Act as a point of contact for internal and external stakeholders, ensuring professional and timely responses.
- Assist in drafting correspondence, meeting minutes, reports, and official notices as needed.
- Maintain confidentiality and professionalism when handling sensitive company and HOA-related matters.
- 3+ years of administrative experience in a professional setting, preferably within property management, real estate, legal, or financial services.
- Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with document management software.
- Excellent organizational and time-management skills with the ability to prioritize multiple tasks.
- Detail-oriented with strong problem-solving and follow-up skills.
- Experience in handling legal documents, financial reporting, or project coordination is a plus.
- Strong verbal and written communication skills.
- Ability to work independently while maintaining collaboration with the CEO and other team members.
