Administrative Assistant at Distro – Mérida, Yucatán

The Administrative Assistant supports the condominium management team and association with comprehensive administrative, clerical, and financial tasks. This role includes managing accounts receivable and payable, assisting with rental management operations if applicable, resident communications, record maintenance, and ensuring the administrative office runs efficiently.

Essential Duties and Responsibilities

• Accounts Receivable (AR):

• Prepare and send invoices for monthly and special assessments and other charges.

• Track and post payments to resident accounts accurately.

• Manage past due accounts, generate aging reports, and follow up with delinquent owners per association policies.

• Reconcile AR records with bank statements.

• Respond to resident billing and payment inquiries.

• Accounts Payable (AP):

• Receive, review, and process vendor and service provider invoices.

• Obtain invoice approvals.

• Prepare and issue payments (checks, electronic transfers) timely.

• Maintain accurate AP records and vendor files.

• Reconcile AP records with bank statements.

• Respond to vendor payment inquiries.

• Rental Management Program Support (if applicable):

• Assist with on-site rental program coordination.

• Process rental applications and agreements.

• Manage booking schedules and communication with owners and rental guests.

• Coordinate unit preparation including cleaning and maintenance communication.

• Track rental income and expenses.

• Assist in distributing rental proceeds to owners.

• General Administrative Duties:

• Serve as the first point of contact for phone, email, and in-person inquiries professionally.

• Maintain and organize office files, records, and supplies.

• Prepare correspondence, memos, reports, and other documents.

• Schedule meetings and appointments.

• Manage incoming and outgoing mail and deliveries.

• Assist with resident communications including newsletters, notices, and website updates.

• Coordinate vendor access and communication.

• Assist with association meeting and event planning and execution.

• Maintain resident and emergency contact information.

• Perform other administrative and clerical tasks as assigned.

Knowledge, Skills, and Abilities

• Excellent organization and attention to detail.

• Strong written and verbal communication skills.

• Effective task prioritization and time management.

• Ability to handle confidential information responsibly.

• Excellent customer service and interpersonal skills.

• Ability to work independently and collaboratively.

• Familiarity with property management software is a plus.

• Ability to sit for extended periods.

• Proficient computer and telephone skills.

• Ability to lift and carry light office supplies.

Education & Experience

• High school diploma or equivalent required; associate's degree in business administration or related field preferred.

• Minimum 5 years administrative experience, preferably in property management, real estate, or related environment.

• Proven basic accounting skills managing accounts receivable and payable.

• Rental management experience highly desirable if rental program exists.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

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