Administrative Assistant
Location: Wyndham Condominiums
Schedule: Monday – Friday, 8:30 AM – 5:30 PM
Compensation: $24.00 – $26.00 per hour, based on experience
Benefits: Full Benefits Package, Retirement Plan, Paid National Holidays, Paid Time Off
Position Summary
Wyndham Condominiums is seeking a highly organized, professional, and customer-service-oriented Administrative Assistant to support the daily operations of a luxury condominium community. This position serves as a primary point of contact for residents, guests, vendors, contractors, and management while providing administrative and operational support to ensure the efficient operation of the property.
The ideal candidate will possess strong communication skills, attention to detail, and the ability to manage multiple responsibilities in a fast-paced environment.
Essential Duties and Responsibilities
Administrative & Office Support
- Answer and direct incoming telephone calls.
- Respond to resident, vendor, and management emails in a timely and professional manner.
- Provide general administrative support to the Management Office.
- Open, sort, and distribute incoming mail and packages.
- Maintain organized filing systems, both electronic and paper.
- Distribute community notices, correspondence, and resident mailings.
- Distribute employee paychecks.
- Prepare and process change orders and related documentation.
- Send packages and correspondence via FedEx and other carriers.
- Monitor office equipment, including copiers and printers, and coordinate service when necessary.
- Maintain weekly scheduling and operational tracking spreadsheets.
Resident Services
- Assist residents with general inquiries and requests.
- Coordinate Wyndham Room and Large Conference Room reservations.
- Maintain reservation calendars and scheduling records.
- RSVP and assist with community social events and activities as needed.
- Assist residents with account-related inquiries and direct issues to the appropriate department.
- Support annual meeting preparation, registration, and vote tallying.
Building & Community Administration
- Register and maintain records for:
- Vehicles
- Bicycles
- Pets
- Other resident registration requirements
- Maintain and update resident information in BuildingLink.
- Manage BuildingLink profiles, records, and library materials.
- Maintain OptiSigns and digital community communications.
- Assist with alteration project scheduling and contractor coordination.
- Assist with contractor and vendor Certificate of Insurance (COI) procurement and compliance.
Vendor & Insurance Administration
- Secure Certificates of Insurance for vendors, contractors, deliveries, and service providers.
- Maintain COI spreadsheets, binders, and digital records.
- Monitor expiration dates and proactively request renewals from vendors and contractors.
- Coordinate scheduling of vendor work and deliveries.
Purchasing & Event Support
- Order office supplies and operational materials for the Resident Services Center (RSC).
- Assist Maintenance Department with supply ordering as needed.
- Coordinate food and catering orders for Board meetings, community meetings, and resident events.
- Assist with event preparation and logistical support.
Qualifications
- High school diploma or equivalent required; Associate's Degree and/or Bachelors Degree preferred.
- Minimum 2 years of administrative, office management, customer service, or property management experience preferred.
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
- Experience with BuildingLink or similar property management software is a plus.
- Ability to always maintain confidentiality and professionalism.
- Strong attention to detail and follow-through.
Benefits
- Competitive hourly compensation: $24.00 – $26.00 per hour
- Medical, dental, and vision benefits
- Retirement savings plan
- Paid vacation and personal time
- Paid national holidays
- Professional work environment within a luxury residential community
Wyndham Condominiums is an Equal Opportunity Employer and values professionalism, integrity, and exceptional resident service.
Pay: $24.00 - $26.00 per hour
Work Location: In person
