About the Company
Newton Property Management is a leading property factor and letting agent operating across Scotland. With a strong commitment to community and property excellence, we pride ourselves on delivering outstanding service to our clients, residents, and the properties we manage. Our Kilmarnock office is a vibrant hub dedicated to ensuring the smooth operation and harmonious living in homeowners associations.
Job Description
We are seeking a highly organised and detail-oriented HOA (Homeowners Association) Administrator to join our dedicated team in Kilmarnock. This full-time position operates during standard office hours, Monday to Friday, and is crucial for the efficient management of our homeowners’ associations. The successful candidate will provide essential administrative support to Property Managers, act as a primary point of contact for residents, and ensure all HOA operations run smoothly and in compliance with regulations. If you have a passion for organisation, excellent communication skills, and thrive in a structured office environment, we encourage you to apply.
Key Responsibilities
- Serve as the primary point of contact for HOA members, responding to inquiries via phone, email, and in-person.
- Maintain accurate and up-to-date resident and property records within our management system.
- Assist with the coordination and preparation of HOA general meetings, Annual General Meetings (AGMs), and board meetings.
- Prepare, distribute, and archive notices, minutes, newsletters, and other essential communications to residents and board members.
- Process incoming invoices, reconcile payments, and assist Property Managers with budget monitoring and financial reporting tasks.
- Provide comprehensive administrative support to Property Managers, including scheduling, correspondence, and document management.
- Coordinate and track maintenance and repair requests, liaising with contractors and ensuring timely completion of works.
- Ensure all HOA activities and administrative processes comply with relevant regulations, governing documents, and company policies.
- Assist with onboarding new residents and provide information regarding HOA rules and procedures.
Required Skills
- Minimum of 2 years of proven administrative or office support experience.
- Exceptional written and verbal communication skills, with a professional and courteous demeanor.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and comfortable with general office software.
- Strong organisational skills, meticulous attention to detail, and a high degree of accuracy.
- Ability to manage multiple tasks simultaneously, prioritise effectively, and meet deadlines.
- A proactive and customer service-oriented approach, capable of resolving resident queries efficiently.
- Demonstrated ability to work independently and as part of a team in a busy office environment.
Preferred Qualifications
- Previous experience in property management, real estate, or a similar administrative role within a service-oriented industry.
- Familiarity with HOA operations, property factoring, or communal property management practices.
- Experience using property management software (e.g., Qube, MRI, or similar platforms).
- A relevant administrative qualification (e.g., NVQ Level 2/3 in Business Administration or equivalent).
- Understanding of basic accounting principles for invoice processing and budget assistance.
Perks & Benefits
- Competitive annual salary commensurate with experience.
- Generous holiday allowance, promoting a healthy work-life balance.
- Company pension scheme.
- Opportunities for continuous professional development and training within the property sector.
- A friendly, supportive, and collaborative office environment.
- On-site parking facilities.
- Regular team events and social gatherings.
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.
⚠️ Important Disclaimer
Welcome to Westford Trust. We publish job opportunities aggregated from public sources, employers, and job portals. We never charge any fees to access or use our website; all information is provided entirely for free.
Westford Trust does not directly offer or manage these positions, nor are we directly involved in the hiring process for the vacancies published on https://jobs.westfordtrust.com.
If you suspect a fraudulent listing or have any questions, please contact us at techturna@gmail.com.