Administrative Assistant – Condominium Association
Location: Sunny Isles Beach, FL
Position: Administrative Assistant
A condominium association located in Sunny Isles Beach is seeking a dependable, organized, friendly, and professional Administrative Assistant to join our Management Office team.
The Administrative Assistant will work closely with the Property Manager and Assistant Manager and assist with the day-to-day administrative operations of the condominium. This is a resident-facing position that requires excellent customer service, communication, organizational, and computer skills.
Key Responsibilities
- Answer incoming telephone calls, respond to general inquiries, and transfer calls as needed.
- Greet residents, guests, vendors, contractors, and delivery personnel and provide assistance as appropriate.
- Assist residents with questions, requests, complaints, and general concerns and coordinate follow-up with Management when necessary.
- Sign in contractors, service providers, delivery personnel, and other authorized visitors.
- Receive resident payments and issue receipts in accordance with Association procedures.
- Assist residents with completing Association forms, authorizations, visitor forms, and other required documentation.
- Coordinate with Maintenance and Security regarding deliveries, pickups, move-ins, move-outs, and other scheduled activities.
- Create and track maintenance work orders and follow up to confirm completion.
- Receive and report laundry room equipment or service issues.
- Assist Management with preparing and distributing resident notices, letters, memorandums, and other Association communications.
- Collect required documentation for unit construction, renovations, and repairs and prepare permit authorization letters for the Property Manager's signature.
- Assist residents with providing and maintaining required proof of insurance documentation.
- Maintain Association records, spreadsheets, logbooks, forms, and other administrative documentation.
- Prepare and reproduce logbooks and documents for Maintenance, Security, Front Desk, and Management Office operations.
- Sort and distribute incoming correspondence and assist with daily and large-scale mailings.
- Maintain organized and accurate filing systems and records.
- Perform other administrative duties as assigned by Management.
Qualifications & Requirements
- Fluent in English and Spanish – REQUIRED
- Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Professional, courteous, and respectful when interacting with residents, guests, vendors, and coworkers.
- Strong organizational skills with excellent attention to detail and accurate recordkeeping.
- Proficiency with Microsoft Office, including Word, Excel, Access, and Outlook.
- Strong general computer skills and ability to learn Association software and systems.
- Ability to multitask and prioritize responsibilities in a busy condominium management office.
- Ability to work independently with minimal supervision while also working effectively as part of a team.
- Dependable, reliable, punctual, and able to take initiative.
- Ability to communicate effectively and ask appropriate questions to obtain the information necessary to properly assist residents.
- Knowledge of business English, spelling, basic arithmetic, and professional correspondence.
- Ability to type a minimum of 30 net words per minute (WPM).
- Previous condominium, HOA, property management, administrative, or customer service experience is preferred.
Position & Reporting
This position reports directly to the Property Manager and works closely with the Assistant Manager, Maintenance, Security, Front Desk, residents, vendors, and contractors.
The Administrative Assistant will have access to confidential and sensitive Association and resident information and is expected to maintain professionalism and confidentiality at all times.
Join Our Team
We are looking for someone who is friendly, organized, proactive, dependable, and enjoys helping people. The right candidate will play an important role in providing excellent service to our residents while helping the Management Office operate efficiently.
Interested candidates should submit their resume for consideration.
Job Type: Full-time
Expected hours: 40 per week
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Experience:
- Administrative: 3 years (Required)
Work Location: In person
