Administrative Assistant

Sunstate Management Group is a growing Community Association Management firm. We are currently seeking the following full-time position: Team Member/ Administrative Assistant. We are a fun and fast paced environment located in Venice, Florida. This position is in-office only and not subject to remote work.

The Administrative Assistant provides essential clerical and administrative support to the Community Association Manager(s) and the overall management office. This role is crucial for maintaining efficient office operations, facilitating communication between the management team, association boards, homeowners, and vendors, and ensuring all administrative tasks are handled promptly and professionally.

Responsibilities:

I. Administrative & Clerical Support

• Provide comprehensive administrative support to assigned Community Association Managers (CAMs) and Board of Directors.
• Perform general office duties, including filing, photocopying, scanning, and managing office supplies.
• Process and distribute all incoming and outgoing mail and email for the office and assigned associations.
• Maintain and update association documents, files, and records in physical and digital formats.
• Manage data entry for various tracking systems, reports, and property management software.
• Assist with the year-end archiving and retention of association documents.

II. Communication & Customer Service

• Serve as the first point of contact, greeting visitors and answering/directing incoming phone calls with professional phone etiquette.
• Respond to and address general homeowner, vendor, and board inquiries via phone and email, or forward them to the appropriate team member.
• Draft, write, and prepare official association correspondence, including letters, notices, email blasts, and newsletters, ensuring professional grammar and spelling.
• Prepare and distribute "Welcome Packages" for new homeowners.

III. Meeting & Event Coordination

• Assist the CAMs in preparing for association and committee meetings (e.g., Board Meetings, Annual Meetings).
• Compile, print, and distribute meeting materials, including agendas, budgets, and management reports (Board Packets).
• May attend and take detailed, accurate meeting minutes at Board and other committee meetings for review and approval.
• Assist with the coordination and execution of association events and annual meetings, including checking in attendees.

IV. Financial & Property Support

• Assist with maintaining homeowner accounts, including processing late charges and coordinating collection-related notices (e.g., intent to lien letters).
• Process maintenance requests and track work orders from submission to completion.
• Assist with processing architectural review (ARB/ACC) applications.
• Assist the management team in maintaining a current and accurate membership database.
• Coordinate with the CAMs on tasks related to compliance with Covenants, Conditions, and Restrictions (CC&Rs) and mailing of violation letters.
• Perform general office duties, including filing, photocopying, scanning, and managing office supplies.
• Process and distribute all incoming and outgoing mail and email for the office and assigned associations.
• Maintain and update association documents, files, and records in physical and digital formats.
• Manage data entry for various tracking systems, reports, and property management software.
• Assist with the year-end archiving and retention of association documents.

Required Skills:

• Technology Proficiency: Highly proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Familiarity with or willingness to learn property management software (e.g., Vantaca) is required.
• Communication: Excellent written and verbal communication skills, including strong professional phone etiquette and superior grammar and spelling.
• Customer Service: Strong customer service orientation with the ability to handle homeowner concerns diplomatically and professionally.
• Organization: Superior organizational skills, acute attention to detail, and the ability to manage multiple projects and shifting priorities effectively.
• Independent Work: Ability to work independently with minimal oversight and be proactive in task management.
• Industry Knowledge: Basic knowledge of the role of a Homeowners Association (HOA) board, community manager, and how they interface with homeowners is preferred.

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office: 3 years (Required)
• Customer Service: 5 years (Required)

Work Location: In person

Salary : $23 - $25