Administrative Assistant in Jacksonville, Florida at May Management Services Inc

Location: Ponte Vedra, FL 32081
Employment Type: Full-Time
Department: Community Association Management
Reports To: Community Association Manager

Position Overview

MAY Management is seeking a professional, organized, and service-oriented Administrative Assistant to support the onsite management team in Ponte Vedra.

This position will provide day-to-day administrative and operational support to the Community Association Manager and onsite team while serving as a professional point of contact for residents, homeowners, vendors, and other community stakeholders.

The ideal candidate is highly organized, dependable, comfortable managing multiple priorities, and takes pride in providing excellent customer service. This is an onsite position that requires strong communication skills, attention to detail, and the ability to work independently while supporting a busy community management operation.

Essential Duties and Responsibilities

• Provide administrative support to the Community Association Manager and onsite management team.
• Serve as a professional and welcoming point of contact for residents, homeowners, vendors, and guests.
• Answer and direct incoming phone calls, emails, and general inquiries.
• Respond to resident questions and requests in a timely and professional manner and escalate matters to the appropriate team member when necessary.
• Maintain organized electronic and physical files, records, correspondence, and community documentation.
• Assist with preparing, distributing, and maintaining community communications, notices, newsletters, and other correspondence.
• Assist with scheduling meetings, appointments, inspections, and other community activities.
• Assist with Board meetings and other Association meetings, including preparing materials, coordinating logistics, and maintaining meeting documentation as needed.
• Assist with processing homeowner requests, applications, forms, and other Association documentation.
• Maintain accurate records and update information in company and property management systems.
• Assist with work orders, service requests, vendor communications, and follow-up as directed by the Community Association Manager.
• Communicate with vendors and contractors regarding scheduling, access, documentation, and completion of work.
• Assist with tracking outstanding requests and ensuring items are followed through to completion.
• Assist with maintaining community calendars, amenity schedules, inspections, and other property-related information.
• Support the onsite team with general office organization and day-to-day administrative functions.
• Assist with community events, special projects, and other operational initiatives as assigned.
• Maintain confidentiality and exercise appropriate discretion when handling resident, Board, Association, and management information.
• Follow established company and Association policies, procedures, and standards.
• Perform other administrative and community-related duties as assigned.

What We're Looking For

The ideal candidate will be professional, personable, organized, and dependable, with a strong customer service mindset. This person should enjoy working with people and be comfortable interacting with homeowners, Board members, vendors, and management on a daily basis.

Strong attention to detail is important, as the Administrative Assistant will be responsible for managing multiple administrative tasks while ensuring records, communications, and follow-up items are handled accurately and efficiently.

Previous experience in community association management, property management, hospitality, residential management, or a similar customer-facing administrative environment is a plus.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, office, customer service, property management, hospitality, or related experience preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to prioritize multiple tasks and manage competing deadlines.
• Professional and courteous demeanor when interacting with residents, vendors, and colleagues.
• Ability to work independently while also functioning effectively as part of a team.
• Strong follow-through and problem-solving skills.
• Comfortable working with Microsoft Office and standard business software.
• Ability to learn and utilize property management and community association software.
• Previous HOA or condominium management experience is a plus.

What Success Looks Like

Success in this role means the onsite management office remains organized, responsive, and professional. The Administrative Assistant will help ensure resident inquiries are handled promptly, documentation is maintained accurately, administrative tasks are completed on time, and the Community Association Manager has the support necessary to effectively manage the community.The successful candidate will be someone the onsite team can rely on to stay organized, communicate effectively, follow through on commitments, and provide a consistently positive experience for all residents.

Work Environment

This is a fully onsite position in Ponte Vedra, Florida. The role is primarily office-based and involves regular interaction with residents, homeowners, vendors, contractors, Board members, and the onsite management team.The position may occasionally require attendance at community meetings, events, inspections, or other activities outside of normal office functions.

Equal Opportunity Employer

MAY Management is committed to providing an inclusive workplace and is an Equal Opportunity Employer.