Dedicated Community Admin Assistant, Terra West Management Services

About Terra West Management Services

At Terra West, we don’t just manage communities—we help them thrive. With over 40 years of expertise in community association management, we partner with HOA Boards to deliver excellence in operations, compliance, and community care. Our culture is rooted in respect, collaboration, and a relentless commitment to service. We believe people come first—our clients, our residents, and our team.

Our Core Focus

We exist to empower community leaders and enrich neighborhoods to Inspire Community by providing proactive guidance, professional management, and exceptional customer service. Every action we take is aimed at fostering vibrant, well-run communities where people feel heard, supported, and proud to live.

Our Core Values – We I.N.S.P.I.R.E. Excellence

• Integrity – We do what’s right, even when no one is looking.
• Nurture – We invest in people, relationships, and growth.
• Service – We exceed expectations with every interaction.
• Passion – We bring energy and purpose to all we do.
• Innovation – We embrace change and lead with forward-thinking solutions.
• Resilience – We stay strong, adaptable, and solution-focused in every challenge.
• Empathy – We listen, understand, and lead with compassion.

At Terra West, you’re not just taking a job—you’re joining a values-driven team that’s redefining excellence in community management.

Essential Functions:

· Receive and respond to all homeowner calls within 24 hours.

· Receive and respond to all homeowner correspondence within 2 days of receipt.

· Obtain bids with specifications by deadline supplied by the Community Manager.

· Type and proof all correspondence, newsletters, etc., as requested.

· Type and log violation letter within 7 days of receipt.  Log all homeowner violation responses within 2 days of receipt.  Levy fines using charge sheet on all ongoing violations within 7 days.

· Receive and log architectural requests and process within 2 days of receipt.

· Complete an Association Closeout Inventory list for turnovers.

· Reserve space for meetings.  Attend meetings as requested by Community Manager.

· Assist Community Manager with all preparation and distribution of regular and annual Board of Director’s meetings.

· Pull account histories, homeowner files, etc. as requested.

· Maintain association files.

· Complete the action list provided by the C by the deadline.

· Serve as backup for the front desk.

· Attend Community Events (after hours and some weekends) as requested by the Community Manager. 

· Additional duties may be assigned.

Core Competencies:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential duties and responsibilities of this position:

· Organizing and prioritizing

· Attention to detail and accuracy

· Maintain confidentiality and exercise good judgment

· Problem-solving skills

· Excellent communications skills, both written and verbal

Minimum Qualifications:

· Minimum 6 months of customer service and/or office experience

· Computer proficiency in Word, Excel and Outlook – typing speed 60 wpm

Preferred Qualifications:

· Vantaca 

ADA Requirements:

· See and read small print, both on paper and on a computer screen, quickly and accurately.

· Sit for extended periods of time while working at a computer.

· Hear and speak clearly on the telephone and in person.

Work Posture Requirements:

• Sitting: Constantly
• Standing: Frequently
• Walking: Frequently
• Driving: N/A
• Bending (from waist): Frequently
• Crouching (squat): Rarely
• Kneeling: Occasionally
• Crawling: N/A
• Climbing (stairs): N/A
• Climbing (ladder): N/A
• Twisting: N/A
• Reaching: Rarely
• Wrist Motion: Occasionally

Carrying Requirements:

• Items Carried: Files/Board books
• Distance: 50 steps
• Times Per Day: 5
• Maximum Weight: 5 pounds

Moving/Lifting Requirements:

• Items Moved/Lifted: Paper files
• Times Per Day: 5
• Maximum Weight: 3 pounds

Moving/Lifting Levels/Heights:

• Floor: Occasionally
• Knee: Rarely
• Waist: Occasionally
• Chest: Occasionally
• Overhead: Occasionally

Push/Pull Requirements:

• Item Name: Furniture Frequency: Frequently

Environmental Conditions:

• Inside/Outside: No
• Hot/Cold Temperatures: No
• Wet: No
• Noise: No
• Power Equipment: No
• Traffic Hazards: No
• Chemical Hazards: No
• Heights: No
• Dust: No
• Close Quarters: No
• Fumes/Odors: No

EEO/Drug Free Workplace