Administrative Assistant Property in Tampa, Florida at Condominium Associates

JOB DESCRIPTION

Administrative Assistant

Position OverviewThe 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 CINC 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.