Assistant CAM Admin

Leland Management•Plant City, FL

8d•$18 - $20•Onsite

About The Position

Leland Management is seeking a highly organized, professional, and service-oriented Full-Time Assistant to the Community Association Manager for Walden Lake. This position will work directly with the dedicated onsite CAM and provide day-to-day administrative and operational support for this large residential community. The Assistant will serve as an important point of contact for homeowners, vendors, Board members, committees, and the Leland Management team while helping ensure that requests, correspondence, work orders, records, inspections, meetings, and projects are properly documented and followed through to completion. The ideal candidate is organized, responsive, comfortable working in a fast-paced environment, and able to manage multiple priorities while providing excellent customer service.

Requirements

Prior administrative, property management, HOA/condominium, real estate, or customer-service experience preferred.
Strong written and verbal communication skills.
Excellent organization, follow-up, and time-management skills.
Ability to manage multiple deadlines and priorities simultaneously.
Strong customer-service skills and professional demeanor.
Proficiency with Microsoft Outlook, Word, Excel, Teams, and general office technology.
Ability to learn governing documents, Association procedures, and Leland systems.
Ability to maintain confidentiality and exercise appropriate discretion.
Comfortable interacting with Board members, residents, vendors, contractors, and management leadership.
Ability to work independently while taking direction from the CAM.

Nice To Haves

Community association management experience is a plus.
Florida CAM license is a plus but not required for an administrative assistant position, provided duties remain within those permitted for unlicensed personnel.
Caliber or other community association management software experience is beneficial.

Responsibilities

Provide daily administrative and operational support to the onsite CAM.
Maintain a professional onsite office presence Monday through Friday.
Answer phones, emails, and homeowner inquiries and appropriately document and route requests.
Assist homeowners with general Association questions, account inquiries, forms, architectural applications, amenity information, and Association procedures.
Maintain and monitor homeowner requests and work orders from initiation through completion.
Assist the CAM with preparation of Board packets, agendas, management reports, correspondence, notices, meeting materials, and presentations.
Maintain calendars and track important deadlines, meetings, mailings, contracts, projects, inspections, and follow-up items.
Assist with meeting preparation, room setup, Zoom coordination, sign-in sheets, materials, and post-meeting follow-up.
Assist with community-wide communications, email blasts, website postings, newsletters, notices, and other resident communications.
Maintain organized electronic and physical Association records in accordance with established procedures.
Assist with records requests and document retrieval under the direction of the CAM.
Maintain Board, committee, vendor, contract, insurance, project, and Association files.
Help coordinate the numerous vendors and projects associated with a large community.
Schedule vendor access and meetings, request proposals, maintain bid and contract files, track certificates of insurance and contract expiration dates, follow up on outstanding proposals, create and monitor work orders, and document project progress.
Actively follow up on open items rather than simply forwarding information to the CAM.
Assist with administrative portions of financial operations, including invoice tracking, confirming invoices are properly submitted, monitoring approval status, maintaining budget and proposal documentation, and assisting with preparation of information needed by Leland Accounting.
Communicate professionally and respectfully, respond timely, maintain confidentiality, and remain neutral when addressing complaints or disputes.
Document and promptly escalate difficult or sensitive matters to the CAM.
Help manage the substantial volume of daily administrative activity.
Keep an active list of outstanding items, follow up with responsible parties, remind the CAM of upcoming deadlines, identify matters requiring attention, and confirm tasks are completed.