JOB DESCRIPTION
Administrative Assistant
The Administrative Assistant provides administrative and operational support to the Community Association Manager (CAM) and Property Management team in the daily management of condominium and homeowners' associations. This position assists with resident communications, work order coordination, vendor documentation, meeting preparation, records management, architectural review processing, customer service, and general office administration while ensuring timely and professional support to Boards of Directors, homeowners, vendors, and internal departments.
The Administrative Assistant utilizes Caliber and Frontsteps Association Management software and Microsoft Office applications to maintain accurate records, coordinate communications, support community operations, and assist in delivering exceptional customer service.
Core Responsibilities- Provide administrative support to the Community Association Manager and Property Management team.
- Answer and direct incoming telephone calls, emails, and resident inquiries in a professional and timely manner.
- Prepare, draft, and distribute homeowner correspondence, notices, newsletters, meeting announcements, and community communications.
- Maintain electronic and physical association files, records, contracts, governing documents, and correspondence.
- Process homeowner requests, applications, architectural review submissions, estoppel requests, and other association documentation.
- Enter, update, and maintain homeowner, vendor, and community records within CINC Association Management software.
- Create, monitor, and close work orders while coordinating with homeowners, vendors, and management staff.
- Schedule appointments, vendor meetings, inspections, Board meetings, and community events.
- Prepare Board meeting agendas, management reports, Board packets, and supporting documentation.
- Attend assigned meetings and assist with preparation of meeting minutes and follow-up action items.
- Coordinate vendor insurance certificates, contracts, proposals, and required documentation.
- Assist with obtaining vendor proposals and organizing bid packages for Board review.
- Monitor office supplies and coordinate purchasing of administrative materials.
- Assist with invoice processing, coding, and routing documentation for approval.
- Support budget preparation by gathering vendor contracts, historical records, and requested financial information.
- Maintain confidentiality of homeowner, Board, vendor, and company information.
- Provide exceptional customer service to homeowners, Board Members, vendors, and business partners.
- Maintain compliance with company policies, governing documents, and applicable Florida Statutes.
- Perform additional administrative and operational duties as assigned.
- High school diploma or equivalent required; Associate degree preferred.
- Bilingual in English and Spanish or English and Portuguese required.
- Minimum of two (2) years of administrative experience; property management, HOA, condominium, or real estate experience preferred.
- Experience with Caliber Association Management software preferred.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
- Excellent organizational and time-management skills with the ability to manage multiple priorities.
- Strong written, verbal, and interpersonal communication skills.
- Ability to prepare professional correspondence and maintain accurate records.
- Strong customer service skills with the ability to interact professionally with homeowners, Boards of Directors, vendors, and staff.
- Ability to maintain confidentiality and exercise sound professional judgment.
- Ability to work independently and as part of a team in a fast-paced environment.
- Administrative Support
- Customer Service
- Community Association Administration
- Document & Records Management
- Board Meeting Coordination
- Resident Relations
- Vendor Coordination
- Work Order Management
- Calendar & Scheduling Management
- Written & Verbal Communication
- Organization & Time Management
- Data Entry & Recordkeeping
- Problem Solving
- Attention to Detail
- Microsoft Office Suite
- Team Collaboration
- Professionalism & Confidentiality
- Ability to sit, stand, and work on a computer for extended periods.
- Ability to communicate effectively by phone, email, and in person.
- Ability to occasionally lift office materials up to 25 lbs.
- Ability to attend occasional evening Board meetings if required.
- Ability to travel to managed communities as needed.
- Valid driver's license and reliable transportation
Skills Required
- High school diploma or equivalent
- Bilingual proficiency in English and Spanish or English and Portuguese
- Minimum of two years of administrative experience
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
- Strong organizational and time-management skills
- Strong written, verbal, and interpersonal communication skills
- Ability to prepare professional correspondence and maintain accurate records
- Strong customer service skills
- Ability to maintain confidentiality and exercise sound professional judgment
- Ability to work independently and as part of a team in a fast-paced environment
- Associate degree
- Property management, HOA, condominium, or real estate experience
- Experience with Caliber Association Management software
- Valid driver's license and reliable transportation
What We Do
Esplanade Equity LLC is an investment firm associated with Ardoor, a platform focused on community-association management. Ardoor supports condominium and homeowners’ associations with financial management, vendor oversight, compliance, board-governance support, and resident communications. Its model emphasizes personalized local service and modern technology, while helping local association-management companies grow without losing their identities. The business aims to make community operations more effective for boards and residents.
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