Administrative Assistant (HOA & CDD Operations)

Inframark•Tampa, FL

47d•Onsite

About The Position

The Receptionist/Administrative Assistant serves as the first point of contact for residents, clients, vendors, and guests, and provides essential administrative support for Homeowners Associations (HOAs) and Community Development Districts (CDDs). This dual-role position requires strong customer service skills, attention to detail, and proficiency with Microsoft Office tools to support daily office operations.

Requirements

High school diploma or equivalent required; additional administrative or office training preferred.
Prior experience in a receptionist, administrative assistant, or customer service role highly preferred.
Proficiency in Microsoft Outlook and Microsoft Word required.
Strong interpersonal and communication skills (written and verbal).
Excellent organizational skills and attention to detail.
Ability to handle payments responsibly and maintain accurate records.
Proficiency with office equipment, phones, and basic administrative systems.
Ability to multitask, prioritize, and work independently in a fast-paced environment.
Professional appearance and demeanor.

Nice To Haves

Experience working with HOAs, CDDs, property management, or community associations is a plus.

Responsibilities

Greet all residents, clients, vendors, and visitors in a professional and welcoming manner.
Offer accommodations and assistance to guests as needed.
Answer all incoming office phone calls and route calls to the appropriate party accurately and promptly.
Maintain a positive, service-oriented atmosphere at the front desk.
Manage clubhouse reservations, including scheduling, deposits, and rental fees.
Handle gate access and amenities access for residents, guests, and vendors.
Issue and track access stickers, cards, and fobs.
Accept and process payments for HOA fees, fines, access items, room rentals, and security deposits in accordance with established procedures set by a CDD or HOA.
Receive, sort, and distribute incoming mail; prepare and send outgoing mail and packages.
Manage the conference room calendar using Microsoft Outlook.
Ensure the conference room is properly set up and ready for internal meetings, events, and client meetings.
Prepare correspondence, notices, and basic documentation using Microsoft Word.
Maintain organized records related to employee access credentials.
Assist leadership with various administrative projects and tasks as assigned.
Maintain a clean, organized, and professional front office environment.
Coordinate with internal teams to ensure smooth daily operations.
Adhere to company policies, confidentiality requirements, and customer service standards.