Administrative Assistant

Access Management•Tampa, FL

About The Position

The Administrative Assistant facilitates the administrative functions of the corporate office and Onsite Manager and is an integral part of the office team. The role handles inbound calls, provides consistent customer service, greets homeowners, vendors, and guests, and assists residents. The Administrative Assistant performs duties in accordance with Access Management’s policies, processes, procedures, and management philosophy. The position supports community and office operations, including owner and tenant relations, tenant registration and processing, work orders, vendor communications, files, schedules, websites, resident events, and homeowner requests. It also supports ARC and Landscape Committees, community communications, newsletters, budgets, and Association meetings. The role may fill in for the receptionist and assist managers with other duties as assigned. This is a full-time position in a normal office environment. The schedule may vary with business needs, and work outside normal office hours—including evenings, holidays, and some weekends—will occur. Regular and consistent attendance is required.

Requirements

High school diploma or equivalent.
Excellent people, team-building, and conflict-management skills.
Strong knowledge of Microsoft applications, especially Word, Outlook, and Excel.
Excellent written and verbal communication skills.
Ability to make sound business decisions and work effectively with little or no supervision.
Strong time-management and problem-solving skills.
Ability to work successfully with vendors, personnel, office staff, and all levels of management.
Ability to lift 25 pounds, sit for extended periods, stand for long periods, and move freely about the office and building.
Consistent and regular attendance.

Nice To Haves

Associate or bachelor’s degree preferred.
CAM preferred.

Responsibilities

Answer inbound calls and distribute them as needed; greet homeowners, vendors, and guests professionally and assist residents.
Keep the workplace neat and organized; assist with booking resident events, monitoring and distributing emails, work orders, and oversight of landscaping work orders.
Communicate with vendors and follow up with residents by email or phone to confirm concerns have been addressed.
Handle owner and tenant relations, process new tenants, assemble welcome packets, register tenants, verify leases, and provide Certificates of Approval.
Maintain organized files, assist with new homeowner packages, update Vantaca websites, and assist the manager as needed.
Understand community restrictions and clubhouse rules and regulations, locate relevant information in community documents, and stay informed about clubhouse events.
Fill in for the receptionist as needed and maintain the Community Manager’s schedule, calendar, and files.
Maintain community hard-copy files and upload files to Vantaca.
Contact managers at least weekly regarding the status of ARC applications.
Post and update the community website, sync it daily, and add monthly committee and board agendas and minutes as needed.
Send email blasts as requested by the Manager and Board and keep HOA, Board, and Committee contact information current.
Assist with preparing and organizing materials for board meetings and respond to homeowner and Board of Director inquiries professionally and promptly.
Serve as the direct staff liaison for the ARC Committee and Landscape Committee.
Receive and track ARC submissions, process application payments, attend meetings, draft agendas and minutes, and send follow-up response letters to homeowners.
Assist the Community Manager with creating, printing, and mailing the quarterly newsletter.
Assist with processing the recording of return ballots for annual meetings and elections.
Work with the Community Inspector on the violation process when required.
Assist the Community or General Manager in developing the operating budget for facilities maintenance and monitor expenditures.
Assist the Community Manager in organizing Annual, Budget, Board, Election, and Special Association meetings within legal requirements.
Document homeowner requests properly and process them accordingly.
Practice and adhere to Access Management’s Service Standards and conduct business with high personal, professional, and ethical standards.
Perform or assist with operational duties as needed to maintain workflow and meet schedules; participate in meetings and work groups as required.
Follow safety precautions, company policies, and Standard Operating Procedures, and perform special projects or other related duties as assigned.