WINSTON VILLAGE ASSOCIATION
Administrative Coordinator Homeowners Association
WINSTON VILLAGE ASSOCIATION, Bolingbrook, Illinois, United States, 60440
Job Description
Job Description
Position Summary
The HOA Administrative Coordinator serves as the central point of contact for the associations administrative operations. This role supports the Board of Directors, management team, and community members by maintaining records, processing communications, and ensuring that the HOA runs smoothly and in compliance with governing documents, state laws, and community policies.
Key Responsibilities & Duties
Administrative Support
Serve as the primary administrative contact for homeowners, vendors, and the Board of Directors. Maintain accurate and organized records, including governing documents, motions book, contracts, insurance certificates, and correspondence. Draft, proofread and distribute official notices, and community updates. Schedule and coordinate Board and committee meetings, annual meetings, and community events. Coordinate with Property Manager to prepare meeting agendas and board packages. Coordinate all necessary documents on rental properties from unit owners. Arrange payment plans with owners upon request. Make changes to the rules and regulations handbook with any updates the board approves. Generate violation letters and follow up with the property manager to ensure the violation has been rectified. Generate paid assessment letters. Work with owners when they come to the office for assistance. Communication & Homeowner Relations
Respond promptly to homeowner inquiries via phone, email, or in person, ensuring professional and courteous communication. Assist residents with forms, applications, and general information about HOA rules and services. Track and follow up on homeowner concerns, directing issues to the appropriate person or committee for resolution. Financial & Office Coordination
Process incoming mail, invoices, and payments according to HOA procedures. Assist in preparing financial reports, budget packets, and assessment notices in coordination with the treasurer or management company. Monitor and maintain office supplies, equipment, and vendor service schedules. Compliance & Governance
Maintain the official HOA calendar and ensure compliance with all notice and filing deadlines. Support enforcement of community rules by preparing violation notices and tracking compliance status. Assist with maintaining compliance with state statutes and HOA governing documents. Event & Project Support
Coordinate logistics for community events, inspections, and special projects. Assist with vendor bids, contracts, and follow-up on work orders.
Qualifications
Minimum of High school diploma. Previous administrative or office coordination experience, preferably in property management, HOA, or customer service setting. Strong organizational skills with attention to detail. Excellent verbal and written communication skills. Proficiency in Microsoft Office Suite. Ability to maintain confidentiality and handle sensitive information. Strong interpersonal skills and ability to work with diverse personalities.
Working Conditions
This job an in-office based position and the hours are 8:30-5:00 Monday through Friday with occasional evening or weekend hours.
Job Description
Position Summary
The HOA Administrative Coordinator serves as the central point of contact for the associations administrative operations. This role supports the Board of Directors, management team, and community members by maintaining records, processing communications, and ensuring that the HOA runs smoothly and in compliance with governing documents, state laws, and community policies.
Key Responsibilities & Duties
Administrative Support
Serve as the primary administrative contact for homeowners, vendors, and the Board of Directors. Maintain accurate and organized records, including governing documents, motions book, contracts, insurance certificates, and correspondence. Draft, proofread and distribute official notices, and community updates. Schedule and coordinate Board and committee meetings, annual meetings, and community events. Coordinate with Property Manager to prepare meeting agendas and board packages. Coordinate all necessary documents on rental properties from unit owners. Arrange payment plans with owners upon request. Make changes to the rules and regulations handbook with any updates the board approves. Generate violation letters and follow up with the property manager to ensure the violation has been rectified. Generate paid assessment letters. Work with owners when they come to the office for assistance. Communication & Homeowner Relations
Respond promptly to homeowner inquiries via phone, email, or in person, ensuring professional and courteous communication. Assist residents with forms, applications, and general information about HOA rules and services. Track and follow up on homeowner concerns, directing issues to the appropriate person or committee for resolution. Financial & Office Coordination
Process incoming mail, invoices, and payments according to HOA procedures. Assist in preparing financial reports, budget packets, and assessment notices in coordination with the treasurer or management company. Monitor and maintain office supplies, equipment, and vendor service schedules. Compliance & Governance
Maintain the official HOA calendar and ensure compliance with all notice and filing deadlines. Support enforcement of community rules by preparing violation notices and tracking compliance status. Assist with maintaining compliance with state statutes and HOA governing documents. Event & Project Support
Coordinate logistics for community events, inspections, and special projects. Assist with vendor bids, contracts, and follow-up on work orders.
Qualifications
Minimum of High school diploma. Previous administrative or office coordination experience, preferably in property management, HOA, or customer service setting. Strong organizational skills with attention to detail. Excellent verbal and written communication skills. Proficiency in Microsoft Office Suite. Ability to maintain confidentiality and handle sensitive information. Strong interpersonal skills and ability to work with diverse personalities.
Working Conditions
This job an in-office based position and the hours are 8:30-5:00 Monday through Friday with occasional evening or weekend hours.