Position Summary
The Administrative Assistant provides essential administrative, operational, and accounting support to the Community Manager in overseeing the daily operations of the condominium association. This position requires strong organizational skills, attention to detail, professionalism, and the ability to communicate effectively with unit owners, Board members, vendors, contractors, and residents.
The Administrative Assistant assists with maintaining accurate records, coordinating administrative activities, supporting financial operations, and ensuring that requests and inquiries are handled efficiently and professionally.
Key Responsibilities
1. Administrative Support
Provide daily administrative assistance to the Community Manager.
Organizing mail and packages
Manage incoming emails, telephone calls, correspondence, and general inquiries.
Prepare, review, and distribute notices, letters, meeting agendas, reports, and other official communications.
Maintain organized electronic and physical filing systems.
Update and maintain unit owner information, registration forms, insurance certificates, and property records.
Maintain confidentiality of association records and sensitive information.
2. Accounting and Financial Support
Assist with accounts receivable activities.
Review and process invoices, verify supporting documentation, and coordinate approvals.
Assist with posting owner payments.
Monitor unit owner accounts and assist with reviewing outstanding balances, credits, and payment discrepancies.
Maintain organized records of invoices
Follow up on outstanding payments and communicate account-related matters to the Community Manager.
3. Unit Owner and Resident Relations
Serve as a professional point of contact for unit owners, residents, and visitors.
Respond to inquiries and direct requests to the appropriate department or personnel.
Assist with owner registration, move-in and move-out documentation, and community procedures.
Communicate building policies, rules, regulations, and administrative requirements.
Document complaints, maintenance requests, and resident concerns for appropriate follow-up.
Maintain a courteous, professional, and service-oriented approach when handling sensitive situations.
Qualifications and Experience
High school diploma or equivalent required; associate degree or additional administrative training preferred.
Previous experience in administrative support, property management, condominium management, or a similar position preferred.
Basic to intermediate accounting knowledge and experience with financial records.
Familiarity with accounts payable, accounts receivable, payment posting, reconciliations, and account ledgers.
Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
Experience with property management or accounting software is a plus.
Excellent written and verbal communication skills.
Strong organizational skills and attention to detail.
Ability to manage multiple priorities and meet deadlines.
Ability to handle confidential information with discretion.
Desired Skills and Competencies
Professional communication and customer service.
Strong analytical and problem-solving abilities.
Accuracy in handling financial and administrative records.
Ability to work independently and as part of a management team.
Proactive approach to identifying and following up on pending matters.
Ability to interact professionally with Board members, owners, vendors, and residents.
Good judgment, accountability, and time-management skills.
Pay: $20.00 per hour
Expected hours: 40.0 per week Monday - Friday
Resume and Interview required.
Send Resume to Jose
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