Onsite Administrative Supervisor

Associa•West Palm Beach, FL

22h•Onsite

About The Position

Associa is seeking an Administrative Supervisor to support operations at a premier luxury condominium community in West Palm Beach. This community offers upscale amenities, including a resort-style pool, fitness center, clubhouse, and attended lobby, creating a vibrant residential experience for its owners and residents. The Administrative Supervisor serves as a key member of the onsite management team and the face of the community at the front desk, overseeing administrative operations, resident services, office procedures, and front-office support while helping to ensure an exceptional homeowner experience.

Requirements

3-5 years of administrative, office management, property management, hospitality, customer service, or related experience.
Strong organizational and time management skills.
Excellent verbal and written communication abilities.
Ability to manage multiple priorities while maintaining a high level of professionalism and accuracy.
Strong customer service and conflict-resolution skills.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Experience preparing reports, correspondence, and meeting materials.
Ability to maintain confidentiality and handle sensitive information.
Professional appearance and demeanor.
High school diploma or equivalent required

Nice To Haves

Previous supervisory or team lead experience preferred.
associate's or bachelor's degree preferred.
Experience working in a condominium, homeowners association, property management, hospitality, or luxury residential environment.
Familiarity with community association management software.
Knowledge of board meeting administration and association governance.
Florida CAM License or experience supporting licensed Community Association Managers.
Bilingual English/Spanish communication skills are a plus.

Responsibilities

Supervise and coordinate daily administrative office operations.
Provide exceptional customer service to homeowners, residents, guests, vendors, and Board Members.
Support the Community Association Manager with operational, administrative, and communication initiatives.
Oversee resident records, files, databases, and association documentation.
Manage incoming calls, emails, correspondence, and resident inquiries.
Coordinate move-ins, move-outs, resident registrations, and amenity access processes.
Prepare professional correspondence, notices, reports, newsletters, and community communications.
Assist with the preparation and distribution of Board meeting materials, agendas, and meeting packets.
Maintain vendor certificates of insurance, contracts, and community records.
Track work orders, service requests, and follow-up communications.
Assist with budgeting support, invoice processing, purchase orders, and administrative reporting.
Ensure compliance with community policies, procedures, and record-keeping standards.
Support community events, special projects, and resident engagement initiatives.
Train, mentor, and provide guidance to administrative support staff as assigned.