About the Company
Graham & Sibbald is a leading firm of Chartered Surveyors and Property Agents, operating across Scotland and Northern England. With a rich history spanning over 60 years, we pride ourselves on delivering comprehensive property solutions, excellent client service, and fostering a supportive and professional work environment. Our Dundee office plays a vital role in our network, managing diverse property portfolios and serving local communities with expertise and dedication.
Job Description
We are seeking a diligent and organised HOA (Homeowners Association) Administrator to join our busy team in Dundee. This role is crucial in supporting the effective management of various homeowners associations, ensuring smooth operations, excellent communication with residents, and accurate record-keeping. The successful candidate will work Monday to Friday during standard office hours, providing essential administrative support and acting as a key point of contact for association members and stakeholders.
Key Responsibilities
- Serve as the primary point of contact for HOA members, addressing inquiries and providing information in a timely and professional manner.
- Assist in the preparation and distribution of HOA communications, including newsletters, notices, and meeting minutes.
- Maintain accurate and up-to-date records of HOA members, property details, and financial transactions.
- Coordinate and schedule HOA meetings, preparing agendas and supporting documentation.
- Process and track maintenance requests, ensuring timely resolution and communication with relevant contractors.
- Support the financial administration of HOAs, including assisting with invoice processing and basic budget tracking.
- Handle general office administration duties, including filing, data entry, and managing correspondence.
- Liaise with property managers, contractors, and other third parties to ensure effective service delivery to HOAs.
- Assist in the onboarding process for new HOA members, providing necessary information and documentation.
Required Skills
- Proven administrative or office support experience (minimum 1 year).
- Excellent written and verbal communication skills.
- Strong organisational abilities and attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to work independently and as part of a team.
- Strong customer service orientation.
- Discretion and ability to handle confidential information.
Preferred Qualifications
- Previous experience in property management, real estate, or a related field.
- Familiarity with HOA operations or similar community management.
- Experience with property management software.
- A qualification in business administration or a related discipline.
Perks & Benefits
- Competitive salary package.
- Generous annual leave entitlement.
- Company pension scheme.
- Opportunities for professional development and training.
- Supportive and collaborative work environment.
- Convenient city centre location with good transport links.
- Employee assistance programme.
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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