About the Company
Rettie & Co. is a leading independent property firm in Scotland, renowned for its expert knowledge and dedicated service across sales, lettings, and property management. With a strong presence in key Scottish locations, we pride ourselves on building lasting relationships with clients and communities. We are committed to providing exceptional property management services, ensuring homeowners’ associations operate smoothly and efficiently, enhancing the living experience for all residents.
Job Description
We are seeking a highly organised and detail-oriented HOA (Homeowners Association) Administrator to join our dedicated team in Stirling. This role operates during standard office hours, Monday to Friday, and is ideal for an enthusiastic individual looking to start or further their career in property administration. As an HOA Administrator, you will be crucial in supporting the effective management of various homeowners associations, ensuring excellent communication, accurate record-keeping, and prompt resolution of resident inquiries. Full training will be provided, making this an excellent opportunity for candidates with strong foundational skills and a willingness to learn.
Key Responsibilities
- Serve as the primary point of contact for HOA residents and Board members, handling inquiries and providing timely information.
- Maintain accurate and up-to-date homeowner records, including contact information, property details, and communication logs.
- Assist with the coordination and preparation of HOA meetings, including agendas, minutes, and related documentation.
- Process service charge payments, track outstanding balances, and assist with financial reporting tasks.
- Coordinate with vendors for maintenance and repairs, ensuring work is completed to satisfactory standards and within budget.
- Prepare and distribute notices, newsletters, and other communication materials to residents.
- Support the property management team with various administrative duties as required.
- Ensure compliance with all relevant HOA regulations, policies, and procedures.
Required Skills
- Exceptional organisational and time management abilities.
- Strong verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- A keen eye for detail and high level of accuracy.
- Ability to work independently and as part of a team.
- Excellent customer service orientation.
- A proactive approach to problem-solving.
Preferred Qualifications
- Previous administrative or customer service experience, even if not directly in property management.
- Familiarity with property management software (e.g., Qube, MRI, or similar).
- Basic understanding of homeowners association principles or property law.
- A qualification in business administration or a related field.
Perks & Benefits
- Competitive salary.
- Company pension scheme.
- Generous paid time off allowance.
- Comprehensive training and continuous professional development opportunities.
- A supportive and friendly team environment.
- Opportunities for career progression within a leading property firm.
- Modern office facilities in a convenient Stirling location.
How to Apply
If you are interested in this position, please click the "Apply Now" button below. To ensure your application is properly considered, please prepare the following:
- An up-to-date Resume or CV
- A brief cover letter summarizing your experience and motivation
Applications are reviewed on a rolling basis. Only shortlisted candidates will be contacted for an interview.
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