Administrative Assistant

Description

Join our Team! Leland Management is seeking an Administrative Assistant for one of our communities in the Lithia, 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 pay and excellent benefits.

The Onsite Administrative Assistant provides day-to-day administrative and operational support to the Community Association Manager (CAM) for Fish Hawk Trails. This position serves as an important point of contact for homeowners, Board members, vendors, and management while helping ensure that community business is handled professionally, efficiently, and with consistent follow-through.

The ideal candidate is highly organized, professional, detail-oriented, comfortable interacting with homeowners, and able to manage multiple priorities in a busy community association environment.

This position works under the direction of the assigned CAM and assists with administrative functions but does not independently perform duties requiring a Florida Community Association Manager license.

ESSENTIAL DUTIES & RESPONSIBILITIES

Administrative Support

• Provide daily administrative support to the assigned CAM.
• Maintain organized electronic and physical Association records and files.
• Assist with correspondence, notices, forms, reports, meeting materials, and community communications.
• Monitor incoming emails, telephone calls, and homeowner inquiries and route matters to the appropriate person when necessary.
• Maintain calendars, schedules, deadlines, and follow-up items for the community.
• Assist with scanning, filing, copying, mailing, and general office functions.
• Maintain homeowner and property information within the Association's management software.

Homeowner & Board Support

• Provide professional and courteous customer service to homeowners, residents, Board members, vendors, and guests.
• Assist homeowners with general questions regarding Association procedures, forms, website access, account information, architectural applications, and other routine matters.
• Direct questions requiring management decisions, Board action, legal interpretation, or licensed CAM responsibilities to the CAM.
• Assist the CAM with preparation and distribution of Board and community communications.
• Help maintain positive and professional communication between management and the community.

Covenant & Property Support

• Assist the CAM with administrative aspects of covenant enforcement, including preparing correspondence, updating records, maintaining photographs and documentation, and tracking follow-up dates.
• Assist with organizing inspection information and maintaining accurate violation records.
• Help track homeowner responses and completed corrective actions.
• Refer questions or disputes regarding covenant interpretation or enforcement decisions to the CAM.

Architectural Review

• Receive and organize Architectural Review Committee (ARC) applications and supporting documentation.
• Review submissions for administrative completeness and request missing information as directed.
• Track applications, decisions, deadlines, and homeowner correspondence.
• Maintain complete ARC records and communicate approved decisions as directed by the CAM and/or Committee.

Vendor & Maintenance Coordination

• Receive homeowner reports regarding common-area maintenance concerns and communicate them to the CAM.
• Assist with obtaining proposals, certificates of insurance, vendor documentation, and other required information.
• Help coordinate vendor access and scheduling as directed by the CAM.
• Maintain vendor files and assist with tracking open work orders and projects.
• Follow up with vendors regarding scheduling, documentation, and completion status as requested.

Meetings & Community Communications

• Assist the CAM with preparation of Board meeting packets, agendas, notices, sign-in sheets, supporting documents, and other meeting materials.
• Assist with meeting setup and administrative coordination when requested.
• Help prepare and distribute homeowner communications, community updates, notices, and other information.
• Assist with maintaining information available through the community website/resident portal.

Accounting & Administrative Processing

• Assist with administrative processing of invoices and supporting documentation.
• Route invoices and financial documentation according to Leland Management procedures.
• Assist homeowners with general payment-method information and direct account-specific financial questions to the appropriate accounting department or CAM.
• Maintain confidentiality of Association and homeowner financial information.

REQUIRED SKILLS & QUALIFICATIONS

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Professional and courteous customer-service skills.
• Ability to work independently while taking direction from the CAM and management team.
• Ability to prioritize multiple assignments and maintain consistent follow-through.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to learn and regularly utilize Leland Management software and systems, including Caliber.
• Previous administrative, property management, HOA, condominium, real estate, or customer-service experience is preferred.
• Ability to maintain confidentiality and exercise appropriate discretion when handling homeowner and Association information.
• Ability to work effectively with homeowners, Board members, vendors, management, and Leland's accounting and administrative support teams.

WORK SCHEDULE

This is an onsite position at Fish Hawk Trails in Lithia, Florida, scheduled: Monday through Friday from 9:00 AM – 5:00 PM

The Administrative Assistant is expected to maintain regular onsite office hours and provide consistent administrative support to the CAM and community during the scheduled workweek.

POSITION EXPECTATIONS

Leland Management places a high priority on professionalism, responsiveness, teamwork, communication, and customer service. The Onsite Administrative Assistant is expected to represent both Leland Management and Fish Hawk Trails professionally while providing timely and courteous assistance to homeowners and supporting the CAM in the successful day-to-day management of the community.

The position requires strong follow-through, organization, attention to detail, and the ability to maintain a professional demeanor when handling sensitive or challenging situations.