The Administrative Operations Assistant Specialist supports daily operations for a luxury condominium community. This role blends overall office management, resident and guest support, financial processing, and vendor coordination. The ideal candidate is detail‑oriented, service‑driven, and comfortable managing multiple high‑priority administrative tasks in a fast-paced environment. Notary license and web management experience a plus. Ability to multi task and results driven perspective are critical skill sets required. Running Zoom Meetings for Committee and BOD meetings a plus.
Key Responsibilities
High-Priority Responsibilities
- Coding & Processing Incoming Payments — Accurately code, batch, and post payments into the accounting system; maintain daily reconciliation logs.
- Coding & Processing Invoices — Validate invoice accuracy, assign GL codes, route for approval, and ensure timely vendor payments.
- Provide concierge-level service, manage lobby operations, maintain logs, handle resident inquiries, and support daily administrative workflows.
- Assist BOD when required on special projects.
- Assist in the overall record retention of the Association.
- Strong communication skills and collaborative perspective required.
Resident, Owner & Guest Services
- Sales & Rentals Application Procedures — Process applications, verify documents, coordinate approvals, and maintain compliance records.
- New Owner Onboarding — Prepare welcome packets, update databases, schedule orientation, and ensure smooth transition into the community.
- Vendor Log-In & Unit Access Coordination — Verify vendor credentials, manage access logs, and coordinate entry with residents and security.
- Management of Unit Owner correspondences and dispositions.
- Front Desk, Kiosk & Administrative Duties — Provide concierge-level service, manage lobby operations, maintain logs, handle resident inquiries, and support daily administrative workflows.
Financial & Merchant Processing
- Merchant Reports — Generate daily/weekly merchant summaries and reconcile discrepancies.
- Visa Credit Card Reconciliation — Match transactions, validate charges, and maintain audit-ready records.
- Home Depot Card Reconciliation — Track purchases, verify receipts, and reconcile monthly statements.
Systems & Technology
- Key Fob & Card Programming – Kantek System — Program access devices, maintain inventory, and update resident access profiles.
- Gatehouse Entry System Database Entry — Input resident, guest, and vendor data; ensure accuracy for security operations.
- Savoy community web site support.
Communications
- E-Blasts — Draft, format, and distribute community-wide announcements, updates, and alerts.
- Support for BOD communications and meetings.
Qualifications
- 3 + years of administrative, hospitality, or property management experience
- Strong proficiency in Microsoft Office and property management software
- Excellent communication, customer service, and multitasking skills
- Ability to maintain confidentiality and handle sensitive information
- Experience with financial coding, reconciliation, or merchant processing preferred
- Familiarity with access control systems (Kantek) and gatehouse databases a plus
Work Environment
This role is on-site, supporting a high-volume administrative office within a luxury condominium. Professional appearance, warm communication, and consistent reliability are essential. Ability to take on additional responsibilities overtime and deliver results. Team approach.
