[Hiring] HOA Customer Service Representative @OurAssistants

Role Description

We are seeking a highly organized and customer-focused HOA Customer Service Representative (HOA CSR) to support the day-to-day operations of U.S.-based homeowners associations. This role is essential in ensuring smooth communication between homeowners, board members, vendors, and internal teams while helping maintain organized records, support compliance tracking, and assist with administrative and financial coordination. The ideal candidate has strong administrative and customer service skills, excellent attention to detail, and the ability to thrive in a fast-paced property management environment.

Key Responsibilities

• Homeowner & Board Communication:
  • Answer and direct phone calls, emails, and inquiries from homeowners, board members, and vendors in a timely and professional manner.
  • Provide excellent customer service while addressing questions, concerns, and general HOA-related requests.
  • Work closely with the assigned HOA manager to understand the needs of each community and ensure smooth communication.
• Administrative & Community Support:
  • Maintain organized filing systems for important documents, contracts, correspondence, and HOA records.
  • Assist in preparing documents and materials for board meetings and community meetings.
  • Maintain accurate records of architectural review applications, violations, compliance issues, and homeowner correspondence.
  • Support the administration of gates, pool houses, clubhouses, tennis courts, and other community amenities.
  • Manage reservations for clubhouses, tennis courts, community rooms, and shared amenities.
• Vendor & Maintenance Coordination:
  • Coordinate with vendors for maintenance, repairs, and community service requests.
  • Assist in obtaining bids and proposals for community projects and maintenance needs.
  • Track service requests and follow up to ensure timely completion.
• Financial & Accounting Support:
  • Process and record payments, fees, assessments, and other financial transactions.
  • Assist with invoice processing, collections tracking, and financial record management.
  • Collaborate with the accounting team to ensure accurate financial transactions and documentation.

Qualifications

• High school diploma or equivalent required; additional education or certification in business administration is a plus.
• Previous experience as an administrative assistant, customer service representative, HOA support staff, or similar role.
• Strong customer service skills and excellent telephone etiquette.
• Excellent written and verbal communication skills.
• Ability to thrive in a fast-paced, multitasking environment.
• Exceptional attention to detail and strong organizational skills.
• Experience in HOA, property management, or real estate support is highly preferred.
• Familiarity with HOA or property management software such as Vantaca, AppFolio, CINC, Buildium, or similar is a plus.

Requirements

• Must be currently residing in the Philippines or Latin America.
• Must have a stable internet connection and a remote-ready workstation.

Benefits

• Competitive salary based on experience.
• Permanent remote work setup.
• Ongoing training and professional development opportunities.
• Supportive and collaborative team environment.