Administrative & Executive Assistance (2)

Who We Are

With a legacy spanning four decades, Action Property Management has become the premier choice for homeowner’s association management. Founded in 1984, Action began with a single client and a vision to elevate ethical and professional standards in the HOA industry. Our unwavering commitment to integrity, and professionalism coupled with our core values of excellence, innovation and care for people, continues to define us. Today, as the largest privately owned HOA management company in the West, we proudly serve over 300 communities across 9 offices. Our success is fueled by a team of nearly 900 dedicated team members who genuinely love what they do and are dedicated to helping homeowners thrive and love where they live.

Job Summary

The Director of Administration is responsible for overseeing the day-to-day administrative operations of the assigned property and providing high-level support to the General Manager. This role serves as a key point of contact for residents, Board Members, vendors, and onsite staff, ensuring accurate recordkeeping, timely communication, and smooth office operations. The Director of Administration plays a critical role in supporting governance processes, financial administration, and resident services.

Compensation: up to $80,000 depending upon experience

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Job Responsibilities:

Provide administrative and operational support to the General Manager.
Provide administrative support to the Board of Directors per the General Manager’s instruction
Serve as a primary point of contact for residents, responding to inquiries in a professional and timely manner.
Assist with coordinating and distributing election materials, meeting notices, agendas, and related communications in accordance with governing documents and applicable regulations.
Attend Board and committee meetings as assigned and accurately record and distribute meeting minutes.
Process invoices, billing, and payments; track approvals and ensure timely submission in accordance with company and client procedures.
Assist with contract administration, including maintaining contract files, tracking renewals, and coordinating documentation.
Maintain organized electronic and physical records, including governing documents, correspondence, contracts, and meeting materials.
Interact regularly with onsite staff to support operational needs and ensure effective communication across departments.
Coordinate office workflows and administrative processes to ensure efficiency and compliance.
Handle incoming calls, emails, and correspondence; route inquiries appropriately and follow up as needed.
Support special projects and additional administrative duties as assigned by the General Manager.
Aid in employee schedules.
Manage various office, HOA, and Board of Director calendars and facilitate on-time performance of time-sensitive calendar items.
Maintain office supplies and re-order as needed.

Qualifications / Requirements:

Must be at least 18 years of age and successfully pass a pre-employment background check and drug screening
Minimum of a High School Diploma or equivalent. Bachelor's degree in business administration or a related field preferred.
Prior experience in property management, HOA, or a related administrative role is preferred.
Strong administrative, organizational, and time-management skills.
Excellent customer service and interpersonal communication skills.
High attention to detail with the ability to manage multiple priorities and deadlines.
Proficiency with standard office software (e.g., Microsoft Office (including Word, Power Point, and Excel), Zoom, and building management software).
Ability to handle sensitive and confidential information with discretion.
Proficiency with invoicing, billing, and contract administration.
Must possess basic bookkeeping and accounting skills.
Professional written and verbal communication.
Strong problem-solving and follow-through skills.
Ability to work independently while collaborating effectively with management and onsite teams.
Customer-focused mindset with a calm and professional demeanor.
Strong organizational skills.

Why Join Action?

Action Property Management is committed to attracting and retaining the best talent in the industry
Proudly certified as a Great Place to Work® in 2025
Highly rated on Glassdoor — Check out our reviews here

Team Member Perks:

Comprehensive health benefits and paid time off package for qualifying employees
On-going hospitality and property management training
Opportunities for career growth and advancement
Values driven company culture promoting team work and excellence

Why You'll Love Working at Action

At Action Property Management, we believe in creating an environment where you truly love where you work. We offer competitive pay and ample opportunities for career growth and advancement. Our comprehensive benefits package includes medical, dental, vision, pet insurance, 401(k) with company match, and life and disability support for qualifying team members. We also provide generous paid time off, including vacation hours, sick time, and company-observed holidays for qualifying team members. We are committed to investing in the infrastructure, technology, training, and tools you need to excel in your role. Our relentless dedication to our company values and culture ensures a workplace where you feel heard, supported, and valued. Join us at Action Property Management and make a meaningful impact.

Action Property Management is an Equal Opportunity Employer and Supports a Drug Free Workplace. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Director of Administration

Action Property Management

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