Administrative Assistant

Description Role Purpose

The Administrative Assistant is responsible for the efficient, professional operation of the Association’s administrative office and serves as the central coordination point for communication, documentation, and daily workflow. The Office Manager supports the Community Association Manager (CAM) by ensuring consistency, accuracy, and accountability in office operations while not exercising CAM authority or statutory decision‑making responsibilities.

This role emphasizes organization, follow‑through, policy enforcement, and customer service to support on‑site departments and Association members.

• Oversee daily office functions, ensuring consistent coverage during posted business hours.
• Manage incoming calls, emails, walk‑ins, and correspondence; ensure timely routing and follow‑up.
• Maintain organized filing systems (physical and electronic) for Association records, contracts, policies, incident reports, and correspondence.
• Prepare routine correspondence, notices, and forms for CAM review and approval.
• Track action items and deadlines to ensure timely completion and escalation when needed.

• Serve as the primary front‑office contact for owners, residents, and guests with routine administrative questions.
• Log inquiries, complaints, and requests; route them to the appropriate department and track resolution to closure.
• Maintain professional, impartial communication; avoid policy interpretations outside authorized scope.
• Support violation processing by preparing notices and tracking timelines per CAM and Board directives.

• Maintain Association records in accordance with Florida Statute Chapter 718 requirements and Association policy.
• Organize meeting minutes, agendas, contracts, vendor records, insurance certificates, and compliance documentation.
• Assist with owner records requests by assembling documentation within statutory time frames for CAM approval.
• Support audits, inspections, and insurance reviews by providing organized, complete documentation.

• Act as a liaison between office operations and on‑site departments:
  • Maintenance
  • Housekeeping/Grounds
  • Property Patrol
• Monitor work order activity, incident reports, and patrol logs to ensure items are acknowledged and progressing.
• Follow up on unresolved or overdue items and notify the CAM of operational bottlenecks.
• Reinforce interdepartmental teamwork standards through communication and documentation.

• Support enforcement of Association operational policies related to:
  • Attendance and punctuality
  • Timekeeping and clock‑in/clock‑out accuracy
  • Notification requirements for late arrivals or leaving the property during a shift
• Track employee acknowledgments of policies, training completion, and required certifications.
• Maintain personnel files (non‑disciplinary authority; documentation only).
• Assist with onboarding coordination for new hires (forms, manuals, system access).

Important: The Office Manager does not issue discipline independently but ensures documentation is accurate and provided to CAM/Management.

• Assist with maintaining posted schedules for operational staff as provided by supervisors.
• Track schedule changes, call‑offs, and late notifications; document per policy.
• Ensure employees understand that transportation to and from work is their responsibility and that attendance standards apply consistently.

• Maintain vendor files, including contracts, W‑9s, insurance certificates, and contact details.
• Assist with scheduling vendor access, keys, badges, and office coordination.
• Track contract renewals and expirations; notify CAM in advance of deadlines.
• Log vendor performance issues and route to CAM for resolution.

• Assist with invoice intake, coding preparation, and submission for CAM/accounting review.
• Track purchase requests and approvals per established limits.
• Maintain organized budget reference files (no independent spending authority).
• Support special…