Admin Asstistant

Job Title

On-Site Administrative Assistant

Wellington, Florida, United States, 33414

Full time

Real Estate

Up to $22 DOE

We are seeking a professional, organized, and customer-focused On-Site Administrative Assistant to support the Property Manager, Assistant Property Manager, and Board of Directors in the daily operations of the community. This position serves as a primary point of contact for homeowners, residents, vendors, and guests while providing administrative and customer service support to ensure the efficient operation of the community office.

Key Responsibilities:

Answer and direct incoming phone calls and respond to resident emails and inquiries in a professional and timely manner. Assist homeowners and residents with questions regarding account information, covenant violations, work orders, community amenities, and association policies. Provide excellent customer service while maintaining confidentiality and professionalism. Manage incoming and outgoing mail, packages, and correspondence. Maintain organized electronic and physical filing systems and ensure homeowner and community records are accurate and up to date.

Prepare reports, correspondence, meeting materials, notices, and other community documents. Assist with the preparation and distribution of Board meeting packets and community communications. Communicate and coordinate with contractors, vendors, and service providers regarding scheduled work and community projects. Schedule vendor services, coordinate access as needed, and process and track vendor invoices and related documentation. Maintain vendor contact information and service records.

Maintain and update homeowner records, contact information, community databases, and the homeowner roster. Assist with website updates and online community information. Process new owner applications and maintain ownership records. Assist with Architectural Control Committee (ACC) applications and documentation. Coordinate new homeowner orientations and welcome procedures. Process and manage resident access control requests, including barcodes, gate access devices, and access cards.

Track and monitor maintenance requests and work orders. Maintain office supplies and ensure the proper operation of office equipment. Assist the Property Manager, Assistant Property Manager, and Board of Directors with administrative tasks, special projects, events, and community programs. Maintain confidentiality of homeowner and association information. Perform other administrative duties as assigned to support the efficient operation of the community.

Must be a self starter and able to work independently. Strong Customer Service skills a MUST! WORD & EXCEL proficiency necessary. ALL CANDIDATES MUST UNDERGO A DRUG SCREENING AND BACKGROUND CHECK