Onsite Administrative Supervisor

Administrative Supervisor

Are you an organized, service-focused professional who thrives in a fast-paced residential environment? Associa is seeking an Administrative Supervisor to support operations at our beautiful community, a premier luxury condominium community in West Palm Beach. This community offers upscale amenities, including a resort-style pool, fitness center, clubhouse, and attended lobby, creating a vibrant residential experience for its owners and residents.

The Administrative Supervisor serves as a key member of the onsite management team and the face of the community at the front desk, overseeing administrative operations, resident services, office procedures, and front-office support while helping to ensure an exceptional homeowner experience.

What We Offer

Associa provides a comprehensive benefits package for full-time employees, including:

• Medical, dental, and vision insurance
• 401(k) retirement plan
• Disability insurance
• Employee wellness programs
• Professional development and training opportunities
• Career advancement opportunities
• Supportive and collaborative work environment

Associa has been recognized as a Great Place to Work® and continues to invest in employee growth and success.

Schedule

• Full-Time
• Monday through Friday
• Occasional evening meetings or community events may be required

How You'll Make an Impact

As the Administrative Supervisor, you will play a critical role in supporting the daily operations of the community and ensuring the administrative functions of the association run efficiently.

Key Responsibilities

• Supervise and coordinate daily administrative office operations.
• Provide exceptional customer service to homeowners, residents, guests, vendors, and Board Members.
• Support the Community Association Manager with operational, administrative, and communication initiatives.
• Oversee resident records, files, databases, and association documentation.
• Manage incoming calls, emails, correspondence, and resident inquiries.
• Coordinate move-ins, move-outs, resident registrations, and amenity access processes.
• Prepare professional correspondence, notices, reports, newsletters, and community communications.
• Assist with the preparation and distribution of Board meeting materials, agendas, and meeting packets.
• Maintain vendor certificates of insurance, contracts, and community records.
• Track work orders, service requests, and follow-up communications.
• Assist with budgeting support, invoice processing, purchase orders, and administrative reporting.
• Ensure compliance with community policies, procedures, and record-keeping standards.
• Support community events, special projects, and resident engagement initiatives.
• Train, mentor, and provide guidance to administrative support staff as assigned.

Qualifications

• 3-5 years of administrative, office management, property management, hospitality, customer service, or related experience.
• Previous supervisory or team lead experience preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Ability to manage multiple priorities while maintaining a high level of professionalism and accuracy.
• Strong customer service and conflict-resolution skills.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience preparing reports, correspondence, and meeting materials.
• Ability to maintain confidentiality and handle sensitive information.
• Professional appearance and demeanor.
• High school diploma or equivalent required; associate's or bachelor's degree preferred.

Preferred Qualifications

• Experience working in a condominium, homeowners association, property management, hospitality, or luxury residential environment.
• Familiarity with community association management software.
• Knowledge of board meeting administration and association governance.
• Florida CAM License or experience supporting licensed Community Association Managers.
• Bilingual English/Spanish communication skills are a plus.

Why Join?

Our community is a contemporary luxury condominium community that offers residents an exceptional lifestyle with premium amenities and professional onsite management. As Administrative Supervisor, you will be instrumental in creating a seamless resident experience, supporting leadership operations, and helping maintain the high standards that residents expect from a premier community.

If you are a highly organized professional who enjoys leading administrative operations and delivering outstanding customer service, we encourage you to apply and become part of the team at Associa.