Amenity Administrative Assistant (The Ultimate Amenity Organizer) at FIRST COAST CONTRACT MAINTENANCE SERVICES LLC – St. Augustine, Florida

Amenity Administrative Assistant (The Ultimate Amenity Organizer)

Company: First Coast CMS

Location: SilverLeaf (St. Johns County, FL)

Job Type: Part-Time

So, what is this job? Every great team needs that one hyper-organized person behind the desk keeping the wheels from falling off. That’s where you come in! Reporting directly to the General Manager (with a dotted line to the Facilities Support Specialist), you will be the ultimate behind-the-scenes wizard for our amenity centers.

Whether you are helping a new resident get their key fob, organizing digital files, or tracking down supplies, you are the glue that keeps our administrative operations running smoothly. Most importantly, you will interact with people daily, acting as the welcoming face and friendly voice of the community for every resident who walks through our doors or calls our phones.

Let’s Have Some "Real Talk" (The Nitty Gritty):

? Non-Residents Only: We absolutely love our SilverLeaf residents, but to maintain clear professional boundaries, you must not be a resident of the community to be considered for this role.

? We Are Totally Digital: This is a heavy administrative role, and we don't just push paper around—in fact, we barely have paper onsite! You will be working constantly on a computer using cloud-based systems, resident app portals, and modern tools. As technology enhances, our tools will change, so you need to be totally comfortable adapting and learning new software quickly.

? Two Facilities, One Team: We are split between two facilities, meaning you may need to travel between the two in a day depending on the needs. Not to worry, they are only 3 miles apart!

? Shared Spaces & Sparkling Offices: You must be completely comfortable working in a shared office environment with the rest of the team. We also need someone who takes pride in their workspace. You will be expected to clean up the offices to keep them looking sparkling clean for you and the team, while also organizing everything in a highly efficient way.

? The Pace is "Feast or Famine": During our peak summer season, this is a highly fast-paced environment where the phone is ringing and the inbox is full. But when the season slows down, it gets quiet. We need someone who can hustle through the chaos, but also has the self-motivation to find projects and keep themselves busy when things are slow.

? The Non-Traditional Schedule: The community is active on the weekends, so our admin support needs to be here, too! This is a 20-25 hour per week role. Working Wednesdays, Fridays, and Saturdays is absolutely mandatory. The great news? You get to pick your fourth working day!

? No Direct Reports: Just to set expectations, this is purely an administrative support role. You won’t have any supervisory responsibilities or staff to manage—you are the independent, go-to support pro for the team.

What You’ll Actually Be Doing:

? Resident Onboarding: You will work closely with our Facilities Support Specialist to welcome new residents. This includes processing their registrations, assigning key fobs, filing their paperwork in our cloud-based system, and getting them fully set up in our resident app portal.

? Inbox & Phone Hero: You will be the friendly voice of the amenity center, answering and fielding incoming phone calls and actively assisting with the resident email inbox.

? GM Support & Operations: You are the General Manager’s right hand. You will process receipts, keep the team stocked by ordering supplies, and maintain an organized, sparkling clean shared office.

? Project Hustler: You’ll tackle special side projects—both on your own and collaboratively with the team. Whether it’s coordinating a direct mailing to residents, putting together presentations, or creating a quick informational brochure, you own the project from start to finish.

? Eagle-Eye Proofreader & Creator: You are our last line of defense against typos! You will draft, design, and proofread general correspondence, memos, and charts. You ensure everything leaving our office is accurate, crystal clear, and looks incredibly professional.

? Resident Check-In Backup: When the front desk gets swamped, we are running short staffed, or our amenity attendants need to step away, you are ready to jump right in and help scan residents into the facilities with a smile!

? All Other Duties as Assigned: We are a dynamic, fast-paced team, which means sometimes we all have to jump in and tackle tasks outside of our normal scope to get the job done and make the magic happen!

The "Superpowers" We Need:

? Customer Service Centric: You absolutely love interacting with people! You naturally project a welcoming, positive attitude, even when the phone is ringing off the hook or multiple residents need your help at once.

? The Meticulous Note-Taker: You have a gift for capturing the details. You can sit in a meeting or listen to a resident and take incredibly thorough, detailed notes so nothing slips through the cracks.

? The Quick Learner: You don't need to be told how to do something three times. You pick up on new processes and new software incredibly fast.

? The Tech-Savvy Pro: You type fast, you know your way around a computer, and you aren't intimidated by having to learn a brand-new cloud software or app dashboard.

? The Self-Starter: You don't sit around waiting to be told what to do. If the inbox is clear and the phones are quiet, you find a way to organize, clean, prep, or help the team.

Sound like you? If you are a tech-savvy organizer who loves helping people and wants to be the administrative backbone of the best community in Florida, apply today!