Innovative Property Solutions Community Association Office Administrator Jacksonville, NC · Full time Company website

Apply for Community Association Office Administrator

IPS exists to provide unparalleled property management service throughout Eastern NC. We adhere to the golden rule and strive to treat every client as we would expect to be treated ourselves. We will achieve growth and stability through the creation of positive experiences using a perfect blend of technology, ongoing professional development, and a passion for excellence!

About Us

Innovative Property Solutions (IPS) provides unparalleled association management services throughout Eastern North Carolina. Grounded in the Golden Rule, we treat our homeowners, Boards, vendors, and each other with the utmost respect. We believe long-term growth comes from creating positive experiences, and we rely on a supportive, collaborative environment where our team can truly thrive.

The Reality of the Role

Let’s be honest: Front-facing HOA management is not for the faint of heart. As the "heartbeat of our office," you will often be the first person a frustrated, anxious, or angry homeowner speaks to. You aren't just answering phones; you are managing emotions, solving puzzles, and protecting the peace of our communities.

If you are intimidated by conflict, this is not the role for you. But if you pride yourself on your thick skin, your ability to defuse a tense situation with empathy and boundaries, and your knack for keeping an office beautifully organized, you will absolutely thrive here.

What You’ll Do (The Core Responsibilities)

• Master of First Impressions & De-escalation: Serve as the primary point of contact for incoming calls, emails, and visitors. You will confidently navigate high-volume, high-stakes conversations with tense homeowners and board members, turning stressful interactions into positive resolutions.
• Operational Support: Keep the front office running smoothly. Assist division staff with scheduling, research, accounts receivable coordination, and workflow tracking.
• Community Storytelling & Communications: Help prepare and distribute official homeowner communications. Collaborate with our team to identify and share real-life moments that highlight the value of great association management, helping to create clear, professional content that reinforces trust.
• Records & Accuracy: Maintain meticulously organized records, documentation, and data entry to ensure the team has accurate information at their fingertips.

What Makes You a Great Fit

• Emotional Resilience & Boundary Setting: You genuinely love helping people, but you also know how to stand your ground firmly, politely, and professionally when dealing with difficult personalities.
• Communication Excellence: Exceptional verbal and written communication skills. You can write a professional email and command a phone conversation with equal ease.
• Organized Multitasker: A fast-paced environment energizes you. You can pivot from a tough phone call to an administrative task without losing your attention to detail.
• Problem-Solving Mindset: You don't just pass the buck—you enjoy doing a little research to find the right answer.
• Tech & Content Savvy: Comfortable with standard office software and possess a natural eye for clear, engaging professional communication/content.
• Reliability: You understand that as the face of the office, your punctuality and consistent presence are vital to the team. (Valid driver’s license and reliable transportation required).

Why You’ll Love Working Here

• Health insurance
• 20 days of paid time off
• Paid holidays when the office is closed
• Supportive, team-centered culture
• Opportunity to grow within a thriving company
• Meaningful work supporting real communities
• A dynamic role where every day brings something new

If you enjoy helping people, staying organized, and being the heartbeat of an office, we’d love to hear from you!

Equal Opportunity Statement

We are committed to diversity and inclusivity in our workplace.

How to Apply: Please submit your resume and a cover letter detailing your experience and what excites you about this opportunity at Innovative Property Solutions to [email protected] or apply here!