HOA Meeting Coordinator

1 week ago

South Bend, Indiana, United States Express Employment Full time
Top Job

Location: Bend, OR

Salary: $20/hr - $25/hr

MEETING ADMINISTRATOR JOB DESCRIPTION

Job Overview:

The Meeting Administrator plays a crucial role in the organization, coordination, and facilitation of meetings for homeowners associations (HOAs) managed by our client. This position ensures that all meetings run efficiently, minutes are meticulously recorded, and all necessary documentation is prepared and disseminated promptly.

The ideal candidate will possess outstanding organizational abilities, a keen eye for detail, and the capacity to juggle multiple responsibilities simultaneously.


Key Responsibilities:

Meeting Coordination:
  • Schedule and arrange HOA board meetings, annual gatherings, and special sessions.
  • Prepare and circulate meeting agendas, notifications, and materials to board members and homeowners.
  • Collaborate with board members and management to finalize meeting dates and times.

Documentation and Record Keeping:
  • Accurately record and transcribe meeting minutes.
  • Ensure that meeting minutes are reviewed, approved, and distributed to board members and homeowners as necessary.
  • Maintain organized and current records of all meeting documentation.

Communication:
  • Serve as the primary contact for meeting-related inquiries from board members and homeowners.
  • Effectively communicate meeting details, changes, and updates to all relevant parties.
  • Facilitate clear communication between board members, homeowners, and management.

Logistics Management:
  • Arrange meeting venues, virtual meeting platforms, and required equipment (e.g., AV tools, presentation aids).
  • Ensure that meeting venues are set up appropriately and that all technical requirements are fulfilled for virtual meetings.
  • Manage attendance records and ensure quorum requirements are satisfied for decision-making.

Compliance and Governance:
  • Ensure all meetings adhere to governing documents, state laws, and regulations.
  • Assist in the preparation and distribution of necessary reports and filings.
  • Stay updated on changes in HOA regulations and best practices.

Support to HOA Manager:
  • Assist the HOA Manager with administrative tasks and special projects as required.
  • Provide support in organizing community events and other HOA-related activities.
  • Perform additional duties as assigned to facilitate the effective management of the HOA.

Qualifications:

Education: High school diploma or equivalent; associate's or bachelor's degree preferred.

Experience: Previous experience in meeting administration, office administration, or HOA management is preferred.

Skills:
  • Excellent organizational and time management skills.
  • Strong written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and virtual meeting platforms (e.g., Zoom, Microsoft Teams).
  • Ability to manage multiple tasks and meet deadlines.
  • Attention to detail and accuracy.
  • Knowledge of HOA governance and regulatory requirements is a plus.

Personal Attributes:
  • Professional demeanor and appearance.
  • Strong interpersonal skills and the ability to work with diverse groups.
  • Self-motivated with a proactive approach to problem-solving.
  • Ability to work independently and collaboratively.
  • Flexibility to work evenings or weekends as needed for meetings and events.

Schedule: Part-time, with potential to transition to full-time.

Pay: Starting at $20/hr during the probationary period, with opportunities for growth to $24-$25/hr based on experience.

Apply: Please call to schedule an interview.

Express Office: Bend

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