Administrative Assistant-Community Association Management

Access Management•Celebration, FL

2d•$18 - $20

About The Position

Provides administrative and clerical support to Community or Portfolio Managers across all areas, while serving as a primary point of contact for homeowners and Board Members. The position performs its duties in accordance with Access Management’s policies, processes, procedures, and management philosophy. It supports daily community association operations, communications, records, committee activities, and meetings. Bilingual English/Spanish skills are preferred.

Requirements

High school diploma or equivalent.
Strong written and verbal communication skills, including the ability to prepare professional correspondence, meeting agendas, minutes, and other documents.
Excellent organizational skills and attention to detail, with the ability to manage multiple tasks, deadlines, and priorities.
Proficiency in Microsoft Office applications, including Outlook, Word, and Excel, and the ability to maintain accurate spreadsheets and electronic records.
Ability to provide professional, courteous, and responsive customer service to homeowners, Board Members, committee members, vendors, and colleagues.
Ability to handle confidential information discreetly and maintain accurate, organized records.
Strong time-management skills and ability to work independently while supporting the needs of a Community or Portfolio Manager.
Ability to follow established procedures, exercise sound judgment, and escalate issues appropriately.
Ability to learn and navigate property management software, online portals, and other technology platforms.
Ability to prepare for and support meetings, track applications and requests, and follow through on outstanding items in a timely manner.
Ability to maintain a professional and positive demeanor when handling homeowner concerns, questions, and complaints.
Customer service orientation, strong interpersonal skills, dependability, accountability, flexibility, and commitment to professional and ethical standards.

Nice To Haves

Two or more years of administrative, clerical, or office support experience.
Experience in property management, community association management, homeowners associations (HOAs), or a customer service environment.
Experience working with homeowners, Board Members, committees, vendors, or other stakeholders.
Familiarity with HOA management software such as Vantaca, and with website or communication platforms.
Bilingual English/Spanish skills.
Knowledge of Vantaca.

Responsibilities

Receive incoming phone calls and emails and respond as directed or appropriate.
Draft and send professional correspondence to homeowners, Board Members, committee members, vendors, and other stakeholders.
Provide receptionist coverage as needed.
Maintain the Portfolio Manager’s schedule, calendar, and files.
Maintain community hard-copy files and upload and organize documents in Vantaca.
Track Architectural Review Committee (ARC) applications and their status, and provide correspondence to committee members and homeowners within 24 hours.
Follow up with Community Managers at least weekly regarding ARC application status.
Help maintain the community website, including daily synchronization of Connect with the website and posting committee and Board agendas and minutes as needed.
Send email blasts as requested by the Manager and Board.
Maintain accurate and up-to-date homeowner, Board, and committee contact information.
Assist with preparing and organizing materials for Board meetings.
Respond professionally, efficiently, and promptly to homeowner and Board of Director inquiries, both verbally and in writing.
Serve as the direct staff liaison for the ARC and Landscape Committees.
Receive and track ARC submissions, process application payments, attend meetings, prepare agendas and minutes, and send follow-up correspondence to homeowners.
Assist the Community Manager with preparing, printing, and mailing quarterly newsletters.
Assist with processing and recording returned ballots for annual meetings and elections.
Work with the community’s Inspector as needed to support the violation process.
Assist the Community or General Manager with developing operating budgets for facilities maintenance and monitoring expenditures.
Help Community Managers organize annual, budget, Board, election, and special meetings in accordance with applicable legal requirements.
Document homeowner requests and ensure they are processed and followed up on.
Adhere to Access Management’s Service Standards, policies, and Standard Operating Procedures, and maintain high standards of personal, professional, and ethical conduct.
Perform or assist with operational duties, participate in meetings and work groups, follow safety precautions, and complete special projects and related duties as assigned.