Administrative Assistant

Job Description

Job Description

The Administrative Assistant provides comprehensive support to the Property Manager, residents, and vendors. This role involves office administration, resident services, communication, scheduling, vendor coordination, records management, and event / facility support. The ideal candidate ensures smooth day-to-day operations while maintaining excellent communication and organizational skills.

Key Responsibilities :

• Answer and return incoming phone calls, check voicemails, and respond to emails in a timely and professional manner.
• Greeting and assist visitors, providing directions or connecting them with the appropriate representative or sub-association management company.
• Assist with preparing materials for board meetings, including printing agendas and organizing documentation.
• Notify janitorial and maintenance personnel of upcoming meetings and ensure meeting rooms are properly set up.
• Maintain the office calendar with meetings, events, and key deadlines including all sub-associations.
• Send email blasts through GateKey upon manager’s request.
• Monitor and manage the office mailbox, distributing mail and filing documents digitally and appropriately.
• Send and Receive notifications, and processing payments and applications for the commercial parking lot, including enforcement of late fees.
• Issue parking passes for residents and guests and notify the rover on-site security of authorized visitors.
• Assist residents with administrative tasks such as GateKey updates, ACH setups, ledger reviews, and general support.
• Forward lease applications and renewals to relevant sub-association management companies to confirm any open violations and / or open balances. Compile tenant summaries (credit score, income, violations) for committee review and approval.
• Contact and coordinate with vendors on projects approved by the Property Manager.
• Request and track quotes from vendors; submit them for managerial review.
• Ensure vendors are properly registered in GateKey and notify security of scheduled visits.
• Maintain a log of all vendors check-ins and ensure sign-in protocols are followed.
• Order and maintain inventory of maintenance, janitorial, and office supplies (e.g., dog waste bags, paper products, sanitizer).
• Coordinate with maintenance staff to ensure adequate supplies and facility upkeep.
• Maintain a preventive maintenance calendar (e.g., HVAC checks, supply restocking).
• Update and manage bulletin boards with current licenses, notices, and required documents.
• Draft and post community notices as needed.
• Organize, reconcile, and code monthly receipts, statements, and invoices; maintain spreadsheets and submit to bookkeeping.
• Track distribution of decals and key fobs, keeping detailed and updated logs.
• Maintain accurate homeowner, vendor, and association records across platforms (Vantaca, GateKey, Keri, Kantech).
• Send warranty deeds and update homeowner records to reflect ownership changes.
• Manage clubhouse rental applications, payments, and scheduling.
• Coordinate and schedule sub-association meetings and ensure meeting space is properly set up and documented.
• Assist residents with understanding facility use rules, rental procedures, and general association policies.
• Provide reliable administrative and operational support to the Property Manager across all areas of responsibility.
• Proactively identify opportunities to improve internal processes and implement solutions.
• Ensure daily operations run efficiently, supporting the goals of the manager and the board.

Full-Time Mon,Tue, Thur, Fri 9am-5pm and Wed 10a-6pm

Pay Rate : Up to $21 DOE

PLEASE DO NOT APPLY IF YOU LIVE MORE THAN 30 MINUTES FROM THE WEST PALM BEACH AREA!