Senior Administrative Assistant

FRENCHMAN'S CREEK•Palm Beach Gardens, FL

19h•$25,000 - $33,000•Onsite

About The Position

The Senior Administrative Assistant serves as a primary point of contact for members, providing professional front desk, telephone, and administrative support and assisting with member requests, work orders, packages, mail, and other POA services. The position provides general administrative and operational support, handles more complex assignments with a greater level of independence, assists with special projects, and provides cross-functional support as needed. Working under the direction of the Director of Administration and with day-to-day guidance from the Lead Administrative Assistant, the position supports efficient office operations, effective member service, and the overall administrative needs of the Association.

Requirements

Demonstrates strong customer service, administrative and general clerical skills, including proficiency in operating a multi-line telephone system and standard office equipment.
Demonstrates the ability to work independently, exercise sound judgment within established procedures, and effectively manage assigned responsibilities with minimal day-to-day oversight.
Exhibits strong attention to detail, time management, initiative, organization, and a sense of urgency in completing tasks and following through on assignments.
Capable of troubleshooting minor office equipment issues and supporting the daily administrative and operational functions of the POA Office.
Proficient in Windows Microsoft Office (Word, Excel, PowerPoint, Outlook).
Able to prepare correspondence, create spreadsheets, manage email applications, use browsers and cloud-based video platforms, efficiently organize digital files, and manage scheduling/calendar systems.
Demonstrates strong organizational abilities, with the capacity to manage multiple tasks, prioritize responsibilities, and maintain accurate paper and electronic records.
Ensures the office environment—including workspaces and supply areas—is orderly and well-maintained to support smooth and efficient daily operations.
Demonstrates strong interpersonal and communication skills, interacting professionally and courteously with staff, residents and guests.
Provides high-quality customer service, actively listens to requests, works collaboratively, and functions effectively within a team environment to maintain a positive and supportive community atmosphere.
Maintains strict confidentiality in handling sensitive and personal information related to organizational matters and member requests.
Exercises sound judgment and discretion at all times to protect privacy and uphold the organization’s standards for data security and professional ethics.
Ensures that confidential materials are managed, stored, and communicated appropriately in accordance with established policies and procedures.
Ability to read, analyze, and interpret general business documents, professional publications, and established procedures.
Demonstrates the ability to prepare clear business correspondence, reports, and procedural documentation and to communicate effectively and professionally with staff, residents, guests and vendors.
Strong problem-solving skills with the ability to apply common sense understanding and interpret instructions delivered in written, oral, diagram or schedule form.
Able to collect data, establish facts, draw valid conclusions, and manage situations with limited standardization.
Demonstrates calm, effective responses to multiple demands and projects.
Regularly required to sit; use hands to handle or feel; reach with hands and arms; and communicate verbally.
Frequent standing and walking, with occasional stooping, kneeling, or crouching.
May occasionally be required to lift and/or move items weighing up to 25 pounds.
Specific vision requirements include close and distance vision, color and peripheral vision, depth perception, and the ability to adjust focus.

Nice To Haves

Related administrative and association management office experience is a plus but not required.
Proficiency with standard business systems, general business practices, and computer applications is required.

Responsibilities

Serves as a primary point of contact for members, guests, and vendors, providing professional, courteous, and efficient service.
Answers incoming telephone calls; manages correspondence; scans, copies, and prepares documents as requested; and operates standard office equipment and technology.
Enters, tracks, and follows up on service work orders and other member requests to help ensure accurate documentation, timely completion, and appropriate communication.
Assists members with basic technology questions involving iPhones, iPads, Apple Watches, and similar personal devices.
Directs or escorts members, guests, and vendors to the appropriate department or staff member, as needed.
Maintains the organization, professional appearance, and cleanliness of the POA front desk and lobby area.
Maintains proficiency in POA databases, work order systems, and other applicable software to accurately enter, track, and follow up on service requests, including those associated with contracted vendors.
Collaborates with internal support teams and system representatives, as appropriate, to address system-related issues and remain informed of system updates and procedures that support efficient office operations.
Ensure POA and Facilities work orders are accurately entered and properly documented using established work order systems and procedures.
Monitors work orders and follow up on outstanding or unresolved service requests, as needed, to help ensure timely completion.
Communicates with members by telephone or email regarding the status of service requests as needed, and documents relevant communications and activity in the POA data system to maintain an accurate property history.
Coordinates with appropriate staff, departments, and contracted vendors regarding work order questions, status updates, and matters requiring additional follow-up.
Assists Administrative Operations Assistant as needed when system-related issues occur, coordinating with IT or system representatives to address problems and remain informed of system updates and procedures.
Assists members with package inquiries, including locating packages and confirming receipt and status.
Assists members with outgoing shipments, including preparing shipping labels and providing general assistance with FedEx, UPS, and USPS shipping services.
Enters, updates, and researches package information in Package Zen, as needed.
Provides backup assistance to the Administrative Operations Assistant with receiving, logging, organizing, and distributing incoming packages and deliveries during periods of high volume, staff absences, or other coverage needs.
Coordinates with the Administrative Operations Assistant, Home Services, members, and applicable carriers, as needed, to assist with lost, missing, delayed, or other package-related matters requiring additional research, follow-up, or carrier claims, while maintaining a high level of member service.
Maintains the POA Homes Painting Program schedule and applicable records to help ensure homes are identified and scheduled in accordance with the established painting cycle.
Coordinates with the contracted painting and roof-cleaning vendor regarding scheduling, work status, and other matters requiring follow-up to support timely completion of scheduled services.
Enters and tracks applicable work orders and prepares and distributes notification letters to members regarding scheduled painting and roof-cleaning services.
Communicates with members regarding the painting and roof-cleaning program, including follow-up by telephone or email, as needed, to address scheduling, access, questions, concerns, or other matters and coordinates with the contracted vendor to facilitate completion of services.
Generates the current member voting roster from Jonas and maintains applicable changes during a voting period, including changes occurring by new or leaving members and method of voting by electronic or paper ballot.
Coordinates with the Association’s current electronic voting provider, regarding voting roster updates, member information changes, and other electronic voting matters requiring follow-up.
Assists the Director of Administration with distribution of Annual Meeting and Special Meeting voting materials, including copying, assembling, stuffing, postage, and mailing, in accordance with established timelines and procedures.
Coordinates with the Association’s auditor, as needed, regarding changes to the voting rosters and other information necessary to support the voting process.
Supports ongoing efforts to increase participation in electronic voting by assisting members with enrollment or changes to their voting preference and reducing reliance on paper voting where appropriate.
Monitors expiration dates for required private golf cart insurance and prepare and distributes weekly and/or monthly reminder notices to members as policies approach expiration.
Receives and reviews certificates of insurance and other applicable documentation to confirm that required information has been provided, including evidence of the minimum liability coverage established by the Association’s Rules & Regulations.
Updates applicable Association records and databases to reflect current insurance information, expiration dates, and documentation received and maintain supporting records for future reference.
Follows up with members regarding expired insurance, missing documentation, or other matters requiring attention in accordance with the Association’s established private golf cart insurance requirements and procedures.
Keeps the Director of Golf informed of the status of members who are compliant or non-compliant with the Association’s private golf cart insurance requirements, including outstanding documentation or other matters requiring follow-up.
Prepares and distributes the applicable written notice to members who have not provided the required proof of insurance or otherwise have an unresolved insurance-related matter, in accordance with established procedures.
When required documentation remains outstanding following member notification and follow-up, prepares and forwards the applicable documentation and correspondence to the Grievance Committee Clerical Staff Liaison for further processing in accordance with established procedures.
Reviews the Community Website on a regular basis to help ensure POA-related information, content, resources, documents, and links are current, accurate, and operational.
Coordinates with Marketing Dept. regarding updates, corrections, additions, or other necessary changes to applicable POA website content, including but not limited to: Board of Governors Listing, Committee Listings, Governing Documents, POA Membership – Landscaping and Security, Group Valet, Guest Passes and Home Services Links.
Verifies POA invoices in “Beans” against applicable purchase orders and supporting documentation. Approves invoices as appropriate and enters purchase orders (POs) as requested.
Coordinates ongoing document shredding services, including maintaining the two secure shredding bins located in the POA Office and coordinating the vendor’s twice-monthly collection and emptying of the bins. Schedule and coordinate four additional community shredding events during the season, including vendor scheduling and related communications.
Monitors the President’s email account daily and promptly forwards the email to the President as well as notify the Director of Administration of any correspondence requiring attention, response, or follow-up.
Maintains an organized and current supply of Governing Documents, ARB Guidelines, and other member publications in the designated filing cabinet and at the POA Counter, ensuring materials are readily available for distribution to members.
Prepares certificates for charitable events and official Association letters, as requested and upon approval by the Director of Golf. Maintains a sequentially numbered log of all certificates and letters issued and provides the Director of Golf with email confirmation upon completion.
Provides administrative and operational support across POA Office functions, including coverage during staff absences, high-volume periods, or other operational needs to maintain continuity of service and appropriate front desk coverage.
Works collaboratively with the Administrative Operations Assistant and other administrative staff and provides assistance and coverage in areas that may fall under other POA administrative positions, as needed.
Assists the Director of Administration, Lead Administrative Assistant, and other members of management with special projects, assignments, Board and Committee support, community operations, member services, and other administrative or operational needs.
Provides lateral support and performs other duties and responsibilities as requested, including assistance outside regularly assigned responsibilities and support for other departments, as necessary to meet the operational needs and maintain continuity of the Association.
Shares responsibility for maintaining the organization, cleanliness, and safety of the front desk, workroom, and storage areas, including monitoring and maintaining adequate office supplies in accordance with established opening and closing procedures.
Supports and upholds paperless office procedures by accurately scanning, indexing and saving documents within the appropriate electronic filing system, ensuring consistency and compliance with established records management protocols.