Administrative Assistant

May Management Services Inc • Palm Valley, FL

18d • Onsite

About The Position

MAY Management Services is seeking a highly organized and customer-focused Administrative Assistant to join our Ponte Vedra Beach office. This position plays a critical role in supporting Community Association Managers, homeowners, Board Members, vendors, and internal team members. The ideal candidate is detail-oriented, professional, and thrives in a fast-paced environment while providing exceptional customer service to the communities we serve. MAY Management has been providing professional association management services throughout Florida for more than 30 years.

Requirements

• High School Diploma or GED required
• Minimum of 1-2 years of administrative, customer service, or office support experience.
• Strong verbal and written communication skills.
• Exceptional organizational and time management abilities.
• Ability to prioritize multiple tasks and meet deadlines.
• Professional demeanor with strong customer service skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Ability to work independently and collaboratively within a team environment.

Nice To Haves

• Associate’s Degree preferred.
• Experience in property management, HOA/COA management, or association management is a plus.
• Experience working with homeowners' associations, condominium associations, or property management companies.
• Familiarity with association management software platforms.
• Ability to handle confidential information with discretion.
• Strong attention to detail and follow-through.

Responsibilities

• Answer incoming calls and greet homeowners, board members, vendors, and visitors in a professional manner.
• Provide administrative support to Community Association Managers.
• Prepare board meeting packets, agendas, correspondence, and community notices.
• Process architectural review applications and maintain association records.
• Create and distribute homeowner communications and compliance letters.
• Enter and maintain data within association management software systems.
• Track work orders and assist with vendor coordination.
• Manage community websites and update association documents as needed.
• Respond to homeowner inquiries via phone, email, and in person.
• Assist with scheduling meetings and coordinating board and committee events.
• Maintain organized electronic and physical filing systems.
• Support special projects and other administrative functions as assigned.

Benefits

• Medical, Dental, and Vision Insurance.
• Life Insurance.
• Short-Term and Long-Term Disability Insurance.
• Paid Time Off and Paid Holidays.
• Professional development and growth opportunities within MAY Management.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED