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HOA Meeting Coordinator

2 months ago

South Bend, Indiana, United States Express Employment Full time
Position Overview:

The Meeting Administrator plays a crucial role in the organization and management of meetings for homeowners associations (HOAs) under the supervision of our client’s company. This position is vital in ensuring that all meetings are executed seamlessly, with accurate minutes recorded and all necessary documentation prepared and distributed promptly.

Key Responsibilities:

Meeting Coordination:
1. Schedule and manage HOA board meetings, annual gatherings, and special sessions.
2. Prepare and disseminate meeting agendas, notifications, and materials to board members and homeowners.
3. Collaborate with board members and management to establish meeting dates and times.

Documentation and Record Keeping:
1. Accurately record and transcribe meeting minutes.
2. Ensure that meeting minutes are reviewed, approved, and shared with board members and homeowners as required.
3. Maintain organized and current records of all meeting documentation.

Communication:
1. Serve as the primary contact for meeting-related inquiries from board members and homeowners.
2. Relay meeting details, modifications, and updates to all relevant parties promptly.
3. Facilitate effective communication among board members, homeowners, and management.

Logistics Management:
1. Arrange meeting venues, virtual meeting platforms, and necessary equipment (e.g., AV tools, presentation aids).
2. Ensure meeting venues are set up correctly and that all technical requirements are met for virtual meetings.
3. Manage attendance records and ensure quorum requirements are satisfied for decision-making.

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

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

Qualifications:

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

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

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

Personal Attributes:
1. Professional demeanor and appearance.
2. Strong interpersonal skills and the ability to work with diverse groups.
3. Self-motivated with a proactive approach to problem-solving.
4. Ability to work independently and collaboratively as part of a team.
5. Flexibility to work evenings or weekends as required for meetings and events.

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

Compensation: Starting at $20/hr during the probationary period, with opportunities for growth based on experience.