Administrative Assistant in Panama City Beach, Florida at Maxet Management Group, LLC

The Administrative Assistant provides essential operational and clerical support to the Community Association Manager (CAM). This role ensures smooth daily operations by managing accounts payable and receivable functions, maintaining accurate records, and facilitating communication between owners, vendors, contractors, and onsite departments.

In addition, this position supports the CAM by:

• Assisting with walk-ins, phone calls, and email inquiries from owners, vendors, and rental managers, with occasional guest assistance.
• Handling daily administrative tasks to allow the CAM to focus on higher-level responsibilities.
• Serving as a liaison between grounds, maintenance, and patrol staff to ensure operational alignment.
• Providing daily morning updates on ongoing tasks, projects, and items requiring follow-up.

Responsibilities

• Support accounts receivable functions: follow up on past-due accounts and record collections.
• Input and maintain accurate owner contact information in association management systems.
• Manage phone calls, emails, and other correspondence with professionalism and proper etiquette.
• Prepare, organize, and maintain both digital and physical records in line with best practices.
• Conduct routine mail and bank runs as assigned.
• Keep management informed of any financial or operational issues requiring attention.
• Assist with administrative projects, reports, and special assignments as directed.
• Collaborate with the CAM to ensure consistent communication and operational efficiency.
• Perform other duties as assigned.

Authority

• Authorized to access and use management and accounting systems, including Vantaca, as part of daily responsibilities.
• Authorized to update and maintain owner and financial records.
• Authorized to correspond with owners, vendors, and contractors on behalf of management.
• Limited authority to escalate financial discrepancies, disputes, or exceptions to the CAM.

Accountability

• Accountable to the Community Association Manager for supporting daily resort and association operations.
• Responsible for the timely, accurate, and professional handling of administrative tasks and communications.
• Responsible for compliance with accounting standards and association policies.
• Responsible for safeguarding confidential owner and financial information.
• Expected to maintain a positive, professional, and organized office environment.

Qualifications

• High school diploma or GED required; additional education in business administration, accounting, or finance preferred.
• Prior experience in accounts payable, accounts receivable, or administrative support strongly preferred.
• Customer service background required, experience in a resort, property management, or hotel environment highly desirable.
• Strong computer proficiency (Microsoft Office, email, digital filing systems, and management software such as Vantaca).
• Excellent communication, organization, and attention to detail.
• Ability to multitask and thrive in a fast-paced environment.
• Professional demeanor, reliability, and strong customer service orientation.