Administrative Assistant

Akam Associates Inc.•Boca Raton, FL

52d

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 or higher in a related field is preferred.
Minimum of 1-2 years of experience in administrative support, property management, or HOA operations.
Customer service experience is highly valued.
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 Manager in daily operations, including scheduling, organizing files, and managing correspondence.
Prepare 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 Manager.
Manage and update HOA records, including architectural review requests, violation logs, and assessment payments.
Generate monthly reports on community operations, homeowner interactions, and compliance activities.
Assist with the planning and coordination of community events, such as annual meetings or social gatherings.
Support special projects, including vendor coordination and contract management, as needed.
Process and track architectural review applications, ensuring proper documentation and compliance with HOA guidelines.
Assist the Violations Coordinator by organizing violation notices, follow-ups, and 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.