The Administrative Assistant provides daily administrative and operational support to Southern States Management Group (“SSMG”) staff and leadership, and serves as the coordinating resource for the onboarding and offboarding of the community associations SSMG manages. Reporting to the Director – Administration, this role ensures that correspondence, records, and assigned tasks are handled accurately, promptly, and in accordance with company-wide SOPs, enabling the community management, accounting, and executive teams to operate at full capacity.
Beyond routine administrative duties, this position carries direct responsibility for client transitions. When a new management agreement is executed, or when an association departs, the Administrative Assistant coordinates the collection, organization, and transfer of records across Operations, Accounting, and the assigned Community Association Manager. The role requires dependability, technology fluency, disciplined follow-through, and the ability to communicate professionally with team members, Board members, homeowners, vendors, and business partners.
Core Objectives:
· Provide responsive, accurate daily administrative support to Community Association Managers, department leadership, and executive staff.
· Coordinate the onboarding of new community associations from execution of the management agreement through transition close-out.
· Coordinate the offboarding of departing community associations, including records preparation, transfer, and system deactivation.
· Maintain complete, organized, and retrievable electronic and physical records in accordance with SSMG SOPs.
· Track assigned tasks and deadlines and escalate outstanding items before they affect service delivery.
· Communicate professionally and promptly with homeowners, Board members, vendors, and business partners.
· Protect the confidentiality and integrity of company, client, and homeowner information.
Key Responsibilities:
1. Daily Administrative Support
· Provide daily administrative support to Community Association Managers and company leadership.
· Assist with scheduling, document preparation, data entry, and general office responsibilities.
· Prepare correspondence, notices, reports, meeting materials, and community communications.
· Coordinate with other departments to resolve administrative and operational needs.
· Support special projects and additional administrative responsibilities as assigned.
2. Communication & Correspondence
· Answer and route incoming telephone calls and respond to email inquiries professionally and promptly.
· Communicate with homeowners, Board members, vendors, and business partners in accordance with SSMG communication standards.
· Route inbound inquiries to the appropriate staff member and confirm receipt and follow-up.
· Assist with distribution of internal memos, policies, and operational updates as directed.
3. Records & Document Management
· Maintain organized electronic and physical records in the designated SharePoint and Vantaca locations.
· File received documents accurately and within established turnaround standards.
· Support enforcement of SSMG document retention policies and records management SOPs.
· Maintain the accuracy, completeness, and retrievability of all assigned records.
4. Client Onboarding – New Association Transitions
· Initiate and administer the onboarding workflow following execution of a management agreement.
· Coordinate the collection and organization of turnover records from prior management companies and clients.
· Track receipt of governing documents, owner information, financial records, contracts, warranties, vendor information, insurance documents, keys and fobs, and electronic records.
· Prepare homeowner information for import into Vantaca using established templates and procedures.
· Assist with the requests necessary to establish new association bank accounts and other operational services.
· Set up and maintain client portals, electronic records, distribution groups, and related administrative systems.
5. Client Offboarding – Departing Association Transitions
· Coordinate the preparation and transfer of association records when an association leaves management.
· Confirm that records transfer is completed within the timelines required by the management agreement and applicable Florida Statutes.
· Coordinate deactivation of client portals, distribution groups, system access, and related administrative services.
· Maintain documentation evidencing the completion of all transfer and close-out requirements.
6. Transition Coordination & Tracking
· Coordinate onboarding and offboarding tasks among Operations, Accounting, and Community Association Managers.
· Use Microsoft Planner and established checklists to assign, monitor, and document transition tasks and deadlines.
· Track completion of transition requirements and maintain documentation for management review.
· Identify outstanding items, delays, or missing records and communicate them promptly to the appropriate team members.
7. Technology & Systems
· Utilize Microsoft Outlook, Word, Excel, Teams, SharePoint, Planner, and related Microsoft 365 applications in daily work.
· Support Vantaca utilization for applicable administrative and transition functions.
· Maintain data integrity across all approved management platforms.
· Learn and adopt new software and systems as SSMG’s technology environment evolves.
Key Performance Indicators (KPIs):
1. Responsiveness & Communication
· Internal request acknowledgment: ≤ 4 business hours.
· Homeowner, Board member, and vendor inquiry response: ≤ 1 business day.
· Inbound call and correspondence routing: same business day.
2. Client Onboarding Execution
· Onboarding checklist initiated in Microsoft Planner: ≤ 2 business days from execution of the management agreement.
· Homeowner data prepared for Vantaca import: ≤ 10 business days from receipt of complete turnover records.
· Homeowner data import accuracy: ≥ 99% of records accepted without correction.
· Onboarding checklist completion: 100% documented prior to transition close-out.
3. Client Offboarding Execution
· Records transfer package assembled: within the timeline required by the management agreement and applicable Florida Statutes.
· System, portal, and distribution group deactivation: ≤ 5 business days from the termination effective date.
· Offboarding checklist completion: 100% documented.
4. Records & Document Management
· Filing of received documents to the designated system location: ≤ 2 business days from receipt.
· Records accuracy and retrievability: 100% per SSMG SOP.
· Document error and rework rate: ≤ 2% of processed items.
5. Task & Deadline Management
· Assigned Planner task on-time completion: ≥ 95%.
· Outstanding item identification and escalation: same business day.
· Meeting materials and correspondence prepared: ≥ 48 hours prior to the applicable deadline.
Skills & Qualifications:
· High school diploma or equivalent required; associate’s degree or equivalent coursework preferred.
· Minimum 3 years of administrative support experience, preferably in professional services, property management, or community association management.
· Strong administrative and organizational skills with exceptional attention to detail and consistent follow-through.
· Professional written and verbal communication skills.
· Ability to manage multiple assignments, priorities, and deadlines simultaneously.
· Proficiency with Microsoft Outlook, Word, Excel, Teams, SharePoint, and other Microsoft 365 applications required.
· Proficiency with Microsoft Planner and Vantaca, or equivalent community management software, preferred.
· Demonstrated ability to learn new software and systems quickly.
· Ability to work independently while collaborating effectively within a team.
· Strong problem-solving skills and a willingness to take ownership of assigned responsibilities.
· Ability to appropriately handle confidential company, client, and homeowner information.
· Prior experience with client onboarding, offboarding, or records transition preferred but not required.
· Professional appearance and demeanor consistent with SSMG standards.
Success Profile:
The ideal candidate:
· Takes ownership of assigned tasks and follows through without requiring close supervision.
· Brings order and structure to records, workflows, and transition documentation.
· Communicates proactively and professionally with staff, residents, vendors, and Board members.
· Maintains composure and professionalism during high-volume periods and difficult interactions.
· Is disciplined and accurate in documentation, data entry, and record-keeping.
· Anticipates the needs of the community management, accounting, and executive teams and acts proactively.
· Adopts technology readily and uses approved systems consistently rather than working around them.
· Represents SSMG with integrity and professionalism in all internal and client interactions.
Position Classification:
· Employment Type: Full-Time, Non-Exempt (hourly).
· Schedule: Monday through Friday, standard business hours.
· Work Environment: Professional office setting.
· Reports To: Director – Administration.
Southern States Management Group, Inc. is an Equal Opportunity Employer.
Pay: $20.00 - $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
