Administrative Assistant

Onsite Administrative Assistant (Summit Towers)Hollywood, FLRole SummaryThe Administrative Assistant serves as a key member of the Del Webb Sweetgrass management team and provides administrative, operational, and customer service support to the Community Manager, Board of Directors, staff, residents, committees, and vendors. The position is responsible for supporting the day-to-day operations of the Association office, facilitating communications, maintaining records, coordinating meetings and projects, and providing exceptional service to residents.ResponsibilitiesAdministrative SupportProvide confidential administrative support to the Community Manager and management teamDraft, proofread, distribute, and maintain correspondence, notices, reports, and community communicationsMaintain organized electronic and physical filing systemsReceive, sort, distribute, and process incoming mail, packages, deliveries, and correspondenceMonitor and respond to Association emails and telephone inquiriesMaintain office supply inventory and coordinate ordering of suppliesBoard and Committee SupportAssist in the preparation of Board, committee, annual membership, and special meeting materialsPrepare agendas, meeting packets, exhibits, reports, notices, and supporting documentationAttend meetings as directed and accurately record meeting minutes, motions, and voting resultsMaintain official Association records related to Board and committee activitiesResident Relations and Customer ServiceServe as a primary point of contact for residents regarding Association operationsRespond to resident inquiries in a timely and professional mannerCoordinate resident requests with management, maintenance staff, vendors, and contractorsAssist with homeowner onboarding and welcome materialsWork Orders and Vendor CoordinationCreate, track, update, and close work ordersCoordinate service requests and appointments with residents, vendors, and contractorsMaintain contractor and vendor files, certificates of insurance, and service recordsRecords and ReportingMaintain homeowner account records and ownership documentationAssist with the preparation of operational, work order, violation, and architectural review reportsPrepare incident reports and maintain related documentationQualificationsAdministration and customer service experience requiredValid Driver's License with a clean driving record requiredBilingual (Spanish/English) preferredProfessional written and verbal communication skillsHOA experience is a plusExcellent organizational and time management abilitiesStrong attention to detail and accuracyPhysical RequirementsAbility to sit for prolonged periods at a desk and work on a computer.Ability to occasionally stand, walk, bend, or reach as needed.Ability to lift or move objects up to 10–15 pounds (e.g., files, office supplies).Manual dexterity to operate a computer keyboard, mouse, telephone, and other office equipment.Visual acuity to read printed materials, spreadsheets, and computer screens.Hearing and speech ability to communicate effectively in person, by phone, and in virtual meetings.Ability to work in a standard office environment with moderate noise levels.Pay and Benefits$23.00 - $25.00 per hour (depending on education and experience)Benefits IncludeMedical Insurance - Company will pay the premium for Employee Only Tier on the HSA planDental InsuranceVision InsuranceLife and Disability InsuranceHSA (Required High-Deductible Medical Plan to be eligible)FSA account for health-related expensesFSA account for dependent care expensesEducation Reimbursement for industry related classes401K match after 1 yearEmployee Assistance Program (EAP)9 paid holidays and 2 floating holidaysEEO & Values StatementRealManage is a values?based, equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.