Administrative Assistant/Part Time

Akam Associates Inc.•Boca Raton, FL

About The Position

The Administrative Assistant is a key support role responsible for providing administrative and customer service support to the Community Manager and Board of Directors. This position involves managing day-to-day office operations, coordinating communication with homeowners, and assisting with the implementation of community policies and procedures.

Requirements

High school diploma or equivalent required; an associate degree is preferred.
Minimum 2 years of experience in admin support, property management, or HOA operations.
Customer service experience is highly desired.
Strong organizational and multitasking skills.
Excellent verbal and written communication.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and HOA management software (or ability to learn).
Ability to handle confidential information with professionalism.

Responsibilities

Assist the Community Property Manager in daily operations, including scheduling, organizing files, and managing correspondence.
Assist in Preparation of agendas, meeting minutes, and reports for HOA board meetings.
Maintain accurate homeowner records, ensuring confidentiality and compliance with regulations.
Respond to homeowner inquiries via phone, email, and in person in a timely and professional manner.
Distribute newsletters, notices, and other communications to the community as directed by the Community Property Manager.
Manage and update HOA records
Support special projects, including vendor coordination and contract management, as needed.
Enforce violation rules as per the Violation Standard Operating Procedure. Send violation notices, follow-ups, and keep track of homeowner responses.
Maintain office supplies and equipment, ensuring the office is organized and operates efficiently.
Handle incoming mail, deliveries, and other administrative tasks as required.