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Administrative Assistant

Administrative Assistant

Florida Property Management Strategies LLCMiami, FL, US
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Job Description

Job Description

Description :

Administrative Assistant – Community Association Support

Location : Miami, FL

Company : Florida Property Management Strategies

Schedule : Full-Time | Monday – Friday, 8 : 30 AM – 6 : 00 PM

Reports To : Community Association Manager / CEO

Compensation : $17 – $22 per hour (based on experience and performance)

Overview

Florida Property Management Strategies is seeking a highly organized and proactive Administrative Assistant to support our Community Association Manager with day-to-day operations. This individual will assist in project coordination, vendor communication, and resident support while maintaining a professional and customer-focused approach. The ideal candidate thrives in a fast-paced environment and enjoys contributing to the success of community associations through attention to detail and excellent administrative support.

Key Responsibilities

Project Coordination

  • Assist with planning and tracking community projects and initiatives.
  • Request competitive bids and follow up on pending projects.
  • Support architectural modification requests and maintain accurate documentation.
  • Send completed modification requests to Board Members for review and approval.

Digital Administration

  • Upload and manage association documents on the company’s website.
  • Ensure timely updates of meeting minutes, notices, approved bids, contracts, utility bills, and governing documents.

    • Vendor & Financial Support

  • Process vendor invoices through the CINC system and ensure timely payments.
  • Coordinate with the Community Association Manager to approve and release payments.
  • Maintain organized records of contracts, W-9s, and insurance certificates.

    • Communication & Correspondence

  • Respond to resident, vendor, and board member inquiries via phone and email.
  • Draft and distribute official communications, notices, and community updates.

    • Event & Meeting Logistics

  • Coordinate mail-outs for elections, budgets, and required meetings.
  • Maintain calendars for the Manager and CEO with all key meeting dates.
  • Prepare meeting agendas, packets, and save approved minutes on the company server.

    • General Office Support

  • Maintain organized digital and physical filing systems.
  • Provide administrative assistance for board meetings and community events.
  • Perform additional duties as assigned.

    • Requirements : Job Requirements

  • Minimum 2 years of administrative or office support experience , preferably within property management or HOA environments.
  • Proficiency in Microsoft Office Suite and web-based management platforms (experience with CINC is a plus).
  • Strong written and verbal communication skills with exceptional attention to detail.
  • Ability to manage multiple tasks and deadlines in a fast-paced setting.
  • Familiarity with vendor management and basic accounting processes.
  • Professional, customer-focused, and service-oriented demeanor.
  • Ability to work independently and collaboratively as part of a team.
  • Must maintain discretion and confidentiality at all times.
  • High school diploma or equivalent required; college coursework or certification in business administration or property management preferred.
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