Administrative Assistant

Description

Join our Team! Leland Management is seeking an Administrative Assistant for one of our communities in the Kissimmee, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 16 consecutive years, including winning first place in our category for 2021! The position is full-time with competitive payand excellent benefits.

Administrative Assistant provides administrative, customer service, and operational support to the Community Association Manager (CAM) and the Association. This position serves as the first point of contact for residents, homeowners, vendors, and visitors while ensuring the efficient daily operation of the management office. The Administrative Assistant maintains association records, processes homeowner requests, and supports community events and board activities.

Essential Duties and Responsibilities

Resident & Customer Service

• Greet residents, homeowners, vendors, and guests in a professional and courteous manner. 
• Answer incoming telephone calls and respond to emails promptly. 
• Assist homeowners with general inquiries regarding HOA policies, governing documents, and amenities. 
• Process resident requests and direct inquiries to the appropriate department or Community Association Manager. 
• Maintain confidentiality of homeowner and association information. 

Administrative Support

• Provide administrative support to the Community Association Manager. 
• Maintain organized electronic and physical filing systems. 
• Scan, upload, and archive association documents. 

Community Operations

• Assist with clubhouse reservations and amenity access. 
• Maintain amenity reservation calendar. 
• Prepare access cards, gate credentials, or amenity passes as applicable. 
• Report maintenance issues observed within the community. 
• Assist with coordinating community events and meetings. 

Records Management

• Maintain homeowner records. 
• Keep databases accurate and current. 
• Ensure compliance with document retention policies. 

General Office Responsibilities

• Open and close the management office according to established procedures. 
• Maintain a clean, organized, and professional reception area. 
• Operate office equipment including copier, scanner, and telephone. 
• Perform additional administrative duties as assigned. 

Requirements

Qualifications

• Minimum 2 years of administrative or customer service experience. 
• Strong organizational and multitasking abilities. 
• Excellent written and verbal communication skills. 
• Professional appearance and customer service attitude. 
• Ability to maintain confidentiality and exercise discretion. 
• Ability to work independently and as part of a team. 

Required Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). 
• Strong data entry and recordkeeping skills. 
• Experience with HOA management software preferred. 
• Ability to prioritize multiple tasks in a fast-paced environment. 
• Excellent attention to detail. 
• Strong problem-solving and conflict-resolution skills. 
• Ability to communicate professionally with homeowners, board members, vendors, and management. 

Physical Requirements

• Ability to sit or stand for extended periods. 
• Ability to occasionally lift up to 25 pounds. 
• Frequent use of computers, telephone, and office equipment. 
• Occasional walking throughout the Amenity for inspections or events. 

Work Schedule

• Monday through Friday, as assigned by management. 
• Occasional evening attendance at community events may be required. 

Performance Expectations

The Administrative Assistant is expected to:

• Deliver exceptional customer service to residents and guests. 
• Maintain professionalism in all interactions. 
• Ensure accuracy and timeliness of administrative work. 
• Demonstrate reliability, punctuality, and accountability. 
• Support the Community Association Manager in achieving the Association's operational goals. 
• Maintain compliance with company policies.