Administrative Assistant
Full-Time | Monday–Friday | On-Site
About the Position
We are seeking a highly organized, detail-oriented, and dependable Administrative Assistant to support the Community Association Manager in the day-to-day operations of a residential community.
This position is best suited for someone who enjoys variety, is comfortable balancing multiple responsibilities, and thrives in a small-office environment where teamwork, initiative, and adaptability are essential.
The ideal candidate is someone who takes initiative, manages their time effectively, and takes pride in completing work accurately and thoroughly.
Responsibilities
Administrative Support
- Answer phone calls, manage office mail/emails, and assist visitors with a professional and courteous approach.
- Maintain organized physical and electronic filing systems, monitor supply inventory, and place orders.
- Schedule meetings, maintain the master office calendar, and prepare meeting spaces.
- Issue community key cards and manage facility access for residents and guests.
Financial & Marina Administration
- Maintain property files, the membership directory database, and related records.
- Code and enter invoices for payment.
- Distribute and collect information forms for the annual directory publication.
- Manage the marina slip rental process, including annual renewals.
- Register guest boats in the marina.
Website & Community Communications
- Keep the community website current and up to date.
- Post monthly calendars, meeting agendas, meeting minutes, and other community information.
- Create professional flyers, notices, announcements, and other materials using Canva or similar software.
Qualifications & Skills
- Previous administrative or office experience preferred.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Ability to work independently.
- Professional and courteous approach to customer service.
- Strong computer and technology skills.
- Proficiency with Microsoft Office, including Outlook, Word, and Excel.
- Ability to learn new software and systems quickly.
- Experience with TOPS/Enumerate and Canva or similar basic graphic design software preferred.
- Experience with website management tools or databases is a plus.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Must obtain and maintain a Florida Notary Public certification within six months of hire.
Compensation & Benefits
- Competitive compensation based on experience and qualifications.
- 401(k) retirement plan with employer matching after one year of employment.
- Generous paid time off and holidays.
- Health, dental, and vision insurance are not currently offered.
Pay: $20.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Paid time off
- Retirement plan
Work Location: In person
