Administrative Assistant (Property)

Overview

On‑site admin assistant supporting property manager, board & residents.

Key Responsibilities

• work orders
• gate admin
• vendor coordination
• mass mailings
• invoice management
• resident onboarding

Tasks

-Prepare and dispatch work orders based on service requests, and maintain the computerized work order system. -Maintain up-to-date emergency contact information and update the Association’s Information Sheet. -Answer incoming calls, assist callers, and forward messages to LCAM, board members, or maintenance staff as necessary. -Coordinate with vendors, contractors, and other service providers as authorized by the Board and LCAM. -Coordinate application processes for new residents, provide welcome packages, and assist in new owner orientation. -Provide change of address information for residents. -Greet and assist guests in the management office, ensuring a positive experience. -Prepare notices for meetings under LCAM supervision and coordinate mass mailings for the Association. -Type and manage violation letters, organize unit owner files, and handle correspondence. -Order office supplies, process incoming mail, and manage invoices with LCAM approval. -Maintain records for the gate entry system, serving as the system administrator. -Attend Board of Directors meetings as required, take minutes, and submit for review by the LCAM. -Provide support to legal counsel and real estate agents as instructed by the LCAM.

Requirements

• high school
• property management
• ms office
• communication
• organizational
• independent

What You Bring

-High School/GED or equivalent -1 year in property management experience or office administration experience (preferred) -Prolonged periods sitting at a desk and working on a computer. -Previous experience in administrative roles or property management is preferred. -Ability to work independently. -Must be able to lift up to 15 pounds at times. -Ability to maintain confidentiality and handle sensitive information. -Strong communication skills, both written and verbal. -Excellent organizational and multitasking abilities. -Proficient in MS Office Suite and comfortable working with computerized systems.

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About Condominium Associates

-From managing local condo communities, it has grown to oversee hundreds of associations across Florida. -Expanded reach by opening offices in Pasco, Pinellas, Hillsborough counties, and partnering with firms like Moore Property Management in Southwest Florida. -Handles full-service management—facilities, financials, administration—for condominiums, homeowner associations, co-ops, commercial condos, and office parks. -Supports community growth with boutique, tech-enabled services and 24/7 emergency support. -Projects include HOA governance, accounting and treasury oversight, vendor coordination, maintenance planning, and smart tech integration for modern communities. -Its edge lies in relationship-driven, boutique-style management tailored to upscale amenities and unique community needs.

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