Sr. Administrative Assistant

Essential Duties and Responsibilities

• Provide administrative support to assigned Vice President.
• Respond to voicemail and email inquiries within 24-36 hours.
• Assist on calls from owners, board members, and contractors.
• Report emergencies immediately to CAM or RPM Executive.
• Assist with preparation and distribution of board packets.
• Monitor voicemail and email status, ensuring out-of-office notices are active.
• Maintain emergency contact/preferred vendors in Additional Information in Vantaca.
• Process and track violation letters and ARC applications (within 48 hours).
• Log and follow up on work orders/maintenance requests, uploading relevant photos.
• Upload and manage association documents (minutes, notices, applications, etc.) to Vantaca.
• Update owner contact info and mailing addresses when needed.
• Compile Isla office charges and supplies for client billing via corporate accounting.
• Process sales applications promptly.
• Coordinate Fed Ex deliveries and mailouts related to applications.
• Serve as receptionist backup as needed.
• Route financial/account‑related inquiries to the A/R Specialist or Supervisor; account balances may NOT be provided directly to callers.
• Create and manage phone rotation coverage.
• Order and manage office and property supplies.
• Schedule workspace for new hires and maintain key/alarm code assignments.
• Coordinate service and repairs for office equipment and systems.
• Track office‑wide annual permits and certifications (e.g., pool, elevator, 55+).
• Manage Stevens & Stevens storage ordering and tracking.
• Organize and maintain office filing systems, purge files annually with board approval in compliance with retention policies.

• Assist with hurricane/emergency manual updates annually.
• Process association mailouts on time per the deadline requirement by keeping the annual/budget tracking sheet up to date on a weekly basis.
• Upload association documents to Homewise Docs (e.g., insurance, minutes, budgets).
• Scan and email invoices to Accounts Payable upon receipt.
• Program gate/door entry systems and issue fobs/keys as requested.
• Maintain property reservations such as clubhouses and meeting rooms.
• Assist with office upkeep (conference rooms, kitchens, supplies, etc.).
• Set up and clean up for office events, Lunch & Learns, and celebrations.
• Coordinate office birthdays and recognition efforts.
• Manage office calendars (vacation, conference room, events).

• Adaptability.
• Attention to Detail.
• Collaboration.
• Written & Verbal Communication.
• Conflict Resolution.
• Customer Service.
• Organization.
• Proficiency with MS Office Suite, internal accounting and management programs.
• Problem solving.
• Professionalism.
• Time Management.