Administrative Assistant

Campbell Property Management | Part time

West Palm Beach, United States | Posted on 12/30/2025

The Administrative Assistant provides comprehensive support to the Property Manager, residents, and vendors. This role involves office administration, resident services, communication, scheduling, vendor coordination, records management, and event/facility support. The ideal candidate ensures smooth day-to-day operations while maintaining excellent communication and organizational skills.

Key Responsibilities:

• Answer and return incoming phone calls, check voicemails, and respond to emails in a timely and professional manner.
• Greeting and assist visitors, providing directions or connecting them with the appropriate representative or sub-association management company.
• Assist with preparing materials for board meetings, including printing agendas and organizing documentation.
• Notify janitorial and maintenance personnel of upcoming meetings and ensure meeting rooms are properly setup.
• Maintain the office calendar with meetings, events, and key deadlines including all sub-associations.
• Send email blasts through Gate Key upon manager’s request.
• Monitor and manage the office mailbox, distributing mail and filing documents digitally and appropriately.
• Send and receive notifications, and processing payments and applications for the commercial parking lot, including enforcement of late fees.
• Issue parking passes for residents and guests and notify the rover on-site security of authorized visitors.
• Assist residents with administrative tasks such as Gate Key updates, ACH setups, ledger reviews, and general support.
• Forward lease applications and renewals to relevant sub-association management companies to confirm any open violations and/or open balances. Compile tenant summaries (credit score, income, violations) for committee review and approval.
• Contact and coordinate with vendors on projects approved by the Property Manager.
• Request and track quotes from vendors; submit them for managerial review.
• Ensure vendors are properly registered in Gate Key and notify security of scheduled visits.
• Maintain a log of all vendor check-ins and ensure sign-in protocols are followed.
• Order and maintain inventory of maintenance, janitorial, and office supplies (e.g., dog waste bags, paper products, sanitizer).
• Coordinate with maintenance staff to ensure adequate supplies and facility upkeep.
• Maintain a preventive maintenance calendar (e.g., HVAC checks, supply restocking).
• Update and manage bulletin boards with current licenses, notices, and required documents.
• Draft and post community notices as needed.
• Organize, reconcile, and code monthly receipts, statements, and invoices; maintain spreadsheets and submit to bookkeeping.
• Track distribution of decals and key fobs, keeping detailed and updated logs.
• Maintain accurate homeowner, vendor, and association records across platforms (Vantaca, Gate Key, Keri, Kantech).
• Send warranty deeds and update homeowner records to reflect ownership changes.
• Manage clubhouse rental applications, payments, and scheduling.
• Coordinate and schedule sub-association meetings and ensure meeting space is properly set up and documented.
• Assist residents with understanding facility use rules, rental procedures, and general association policies.
• Provide reliable administrative and operational support to the Property Manager across all areas of responsibility.
• Proactively identify opportunities to improve internal processes, and implement solutions.
• Ensure daily operations run efficiently, supporting the goals of the manager and the board.

Part-Time Mon-Fri 9am-3:00pm

Pay Rate:
Up to $23 DOE

PLEASE DO NOT APPLY IF YOU LIVE MORE THAN 30 MINUTES FROM THE WEST PALM BEACH AREA!

Highly responsive and able to provide excellent customer service. Multitask in a fast paced environment. Capable and efficient in using computer systems including: MS-Office, property management software (TOPS a PLUS) and email. Excellent oral and written communication skills. Self-Starter & Team Player. Must pass a drug screening and back ground check.