Administrative Assistant

Access Management • Tampa, FL

21d • $20 - $21

About The Position

The Administrative Assistant facilitates the administrative functions of the corporate office and Onsite Manager, handles inbound calls when possible, and provides consistent customer service. The role is an integral part of the office team and supports the daily operations of the community in accordance with Access Management’s policies, processes, procedures, and management philosophy.

The position provides administrative support to residents, homeowners, vendors, the Community Manager, and the Board. Duties include coordinating communications and records; supporting resident and tenant matters; assisting with work orders, committee activities, meetings, newsletters, budgets, and community events; and maintaining community files and website information. The role serves as the direct staff liaison for the ARC and Landscape Committees and supports the processing and tracking of ARC applications.

This is a full-time position in normal office conditions. Various evening, weekend, and holiday work may be necessary, and hours beyond normal office hours may occur. The schedule may change based on business needs. 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 skills.
• Strong problem-solving and conflict-management skills.
• Ability to work successfully with vendors, personnel, office staff, and all levels of management.
• Ability to lift 25 pounds.
• Ability to sit for extended periods and stand for long periods, and to move freely about the office and building.
• Consistent and regular attendance.

Nice To Haves

• Associate or bachelor’s degree preferred.
• CAM preferred.

Responsibilities

• Answer and distribute calls, greet homeowners, vendors, and guests professionally and promptly, and assist residents as needed.
• Keep the workplace neat and organized.
• Assist with booking resident events.
• Monitor and distribute emails as needed.
• Assist with work orders, oversee landscaping work orders, communicate with vendors, and follow up with residents to confirm concerns have been addressed.
• Handle owner and tenant relations, including processing new tenants, registering tenants, verifying leases, providing Certificates of Approval, and assembling and maintaining tenant welcome packets.
• Maintain organized files and assist with new homeowner packages.
• Update Vantaca websites and upload community files to Vantaca.
• Assist the manager as needed, including locating community restrictions and information, understanding clubhouse rules and regulations, and staying current on clubhouse events.
• Fill in for the receptionist as needed.
• Maintain the Community Manager’s schedule, calendar, and files.
• Communicate with managers at least weekly regarding the status of ARC applications.
• Help keep the community website updated, including daily syncing and adding monthly committee and board agendas and minutes as needed.
• Send email blasts as requested by the Manager and Board.
• Keep HOA contact and Board and Committee information current.
• Assist in preparing and organizing materials for board meetings.
• Receive and respond to homeowner and Board of Director inquiries, verbally and in writing, professionally, efficiently, 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 recording returned 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 facilities maintenance operating budget and monitoring 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 operations as required to maintain workflow and meet schedules.
• Participate in meetings and work groups as needed to communicate issues, obtain approvals, resolve problems, and stay informed about developments, requirements, policies, and regulatory guidelines.
• Follow safety precautions, company policies, and Standard Operating Procedures.
• Perform special projects, tasks, and other related duties as assigned.

What This Job Offers

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