Administrative Assistant

The Administrative Assistant provides professional administrative and clerical support to the Property Manager and on-site management office. This position serves as a primary point of contact for residents, owners, vendors, and visitors while assisting with the day-to-day operations of the condominium community.

Essential Duties and Responsibilities:

• Answer incoming telephone calls, emails, and resident inquiries in a professional and courteous manner.
  
• Greet and assist residents, owners, guests, and vendors visiting the management office.
  
• Provide general information regarding community policies, procedures, amenities, and services.
  
• Assist the Property Manager with daily administrative and operational tasks.
  
• Maintain accurate resident, owner, vendor, and property records.
  
• Prepare, organize, scan, copy, and file documents and correspondence.
  
• Process and track maintenance requests and work orders.
  
• Contact vendors and contractors as directed by management and coordinate service appointments.
  
• Assist with preparing notices, letters, memos, reports, and community communications.
  
• Maintain calendars, meeting schedules, and appointment records.
  
• Assist with Board of Directors meetings, including preparing meeting materials, notices, and sign-in sheets.
  
• Assist with Architectural/ACC applications, violation correspondence, and other association paperwork as needed.
  
• Process and distribute resident forms, applications, notices, and other community documents.
  
• Assist with move-in and move-out procedures and maintain related records.
  
• Assist residents with amenity reservations, access devices, parking information, and other community services.
  
• Maintain organized electronic and physical filing systems.
  
• Assist with monitoring office supplies and placing orders when necessary.
  
• Handle confidential resident and association information with discretion.
  
• Perform data entry and maintain accurate information in property management systems.
  
• Assist with preparing reports and spreadsheets using Microsoft Word and Excel.
  
• Provide administrative support for community events and meetings as needed.
  
• Perform other administrative duties and special projects as assigned by the Property Manager.