P/T Office Admin

Campbell Property Management•Delray Beach, FL

1d•Onsite

About The Position

The Administrative Assistant serves as a primary point of contact for residents and provides administrative support to the Property Manager and the Association. This position is responsible for maintaining organized records, assisting with community operations, coordinating communication, and supporting various association programs and services.

Responsibilities

Provide excellent customer service to residents of the Association.
Answer and manage incoming phone calls and emails, responding to resident questions and requests.
Issue gate access transponders and maintain accurate resident information in the database.
Maintain organized office files and ensure association records are properly stored.
Maintain working knowledge of the Association’s rules, regulations, and policies.
Manage and maintain the clubhouse reservation calendar.
Assist residents with submitting reservation applications for private events.
Ensure all applicable reservation fees, documentation, and insurance policies are received.
Coordinate with the Royal Pelican Yacht Club (RPYC) to keep event calendars aligned and up to date.
Provide information to potential buyers, sellers, and tenants regarding community policies and procedures related to real estate transactions.
Maintain an annual log of all property sales and rentals within the community.
Maintain and update the Annual Community Directory.
Track and manage resident approval forms authorizing the inclusion of their contact information in the directory.
Notify the Property Manager of submitted work orders and maintenance issues.
Communicate with residents regarding maintenance activities affecting common areas.
Partner with the Maintenance Supervisor to ensure adequate supplies and materials are available.
Send meeting notices via email and posted notices as required.
Assist the Property Manager in preparing monthly board meeting packets.
Attend board meetings with the Property Manager and assist as needed.
Post approved meeting minutes and financial reports to the HOA portal.
Prepare and organize all materials required for meetings.
Maintain and store association records in compliance with Florida Statute (minimum 7-year retention).
Prepare and organize documents for official records inspections when requested.
Ensure all resident and association files remain current and organized.
Facilitate the architectural review application process for residents.
Provide guidance on application procedures and exterior modification standards.
Review applications for completeness before forwarding them to the ARC Committee.
Forward approved applications to the Board when required.
Notify residents of approvals or denials and maintain records of all applications.
Prepare ARC materials for committee presentations at monthly meetings.
Communicate with contractors when clarification of applications is required.
Work with gate guards to resolve operational issues.
Communicate questions, complaints, and requests to the Property Manager.
Ensure the guard house is equipped with necessary office supplies and materials.
Update guard post orders as instructed.
Assist residents with gate access software and related issues.
Provide administrative support to the Property Manager in all operational areas.
Relay messages, concerns, and issues as necessary.
Assist with the preparation of reports and documents.
Prepare and send violation letters to residents in accordance with association policies.