Administrative Assistant

Job Full Description

Job Title: Administrative Assistant


Hours: Monday - Friday, 8:30 AM - 5:00 PM

Position Overview: Express Employment Professionals is currently recruiting for an Administrative Assistant for a property management firm. The ideal candidate will provide comprehensive administrative support to the management team and delivers high-level customer service to residents, tenants, vendors, and community partners. This role is essential to day-to-day operations, requiring efficient handling of Board and committee governance materials, technical meeting setup, database management, resident onboarding, and general office administration.

Key Responsibilities

Administrative & Operational Support

• Provide direct support to the General Manager, Assistant Community Association Manager, Community Association Manager, and Gatehouse Operations Manager.
• Maintain the master association schedule, calendar, and conference room reservations.
• Greet visitors, manage incoming calls and emails, process mail, and maintain office supply inventory.
• Draft, proofread, and edit correspondence, memorandums, reports, and community-wide communications.
• Maintain organized filing systems to ensure efficient retrieval of active and inactive records.
• Process invoices for conference room rentals when applicable.
• Execute special administrative projects, bulk mailings, and operational tasks as assigned.

Governance, Committee & Meeting Tech Coordination

• Prepare and distribute official Board meeting notices to Neighborhood Representatives (NRs) 14 days in advance, tracking distribution records.
• Send Board meeting agendas to NRs on the Friday prior to scheduled meetings.
• Compile and distribute digital and physical Board books on the Friday preceding meetings.
• Coordinate committee logistics: schedule meetings, set up Zoom links, publish meeting notices, prepare data sheets, collect minutes, and maintain annual committee rosters.
• Meeting Room & AV Setup: Configure audio/visual equipment for hybrid and in-person meetings, including connecting laptops, configuring Meeting Owls, running Zoom presentations, and troubleshooting basic connection issues.
• Physical Setup: Lift, move, and arrange tables, chairs, and materials to configure meeting rooms prior to events and reset rooms afterward.

Resident Onboarding, Resales & Lease Processing

• Process resale documentation by generating timely estoppel certificates and tracking payments in the replacement fund log.
• Process lease applications, verifying signed lease agreements, HOA approvals, and fee payments.
• Maintain accurate resident and tenant database records across access control systems and the website.
• Conduct new resident and tenant orientation sessions and assemble welcome packets.
• Notify Neighborhood Representatives and local HOA management companies of property sales, lease starts, and lease terminations.
• Work closely with the Gatehouse Operations team to ensure continuous, accurate updates to access lists and tenant logs.

Qualifications & Physical Requirements

• Experience: Minimum of 2 years of administrative experience; prior community association management (HOA/Condo) experience preferred.
• Technical Proficiency: Hands-on experience connecting and troubleshooting meeting hardware/software (laptops, Meeting Owl devices, Zoom/Teams setups, and display monitors). Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with community management/access control databases.
• Physical Requirements: Ability to regularly lift, push, pull, and move chairs, tables, and equipment weighing up to 30-40 lbs. for meeting room setup and breakdown.
• Communication & Skills: Exceptional written, verbal, and proofreading skills. Strong customer service orientation, high attention to detail, and proactive multitasking abilities.

Naples, FL
3439
9696 Bonita Beach Road
Suite 208
Bonita Springs, FL 34135