Administrative Assistant

Job Description

Job Description

Description:

Role Purpose

The Administrative Assistant is responsible for the efficient, professional operation of the Association’s administrative office and serves as the central coordination point for communication, documentation, and daily workflow. The Office Manager supports the Community Association Manager (CAM) by ensuring consistency, accuracy, and accountability in office operations while not exercising CAM authority or statutory decision-making responsibilities.

This role emphasizes organization, follow-through, policy enforcement, and customer service to support on-site departments and Association members.

Administrative & Office Operations

• Oversee daily office functions, ensuring consistent coverage during posted business hours.
• Manage incoming calls, emails, walk-ins, and correspondence; ensure timely routing and follow-up.
• Maintain organized filing systems (physical and electronic) for Association records, contracts, policies, incident reports, and correspondence.
• Prepare routine correspondence, notices, and forms for CAM review and approval.
• Track action items and deadlines to ensure timely completion and escalation when needed.

Owner, Resident & Guest Interface

• Serve as the primary front-office contact for owners, residents, and guests with routine administrative questions.
• Log inquiries, complaints, and requests; route them to the appropriate department and track resolution to closure.
• Maintain professional, impartial communication; avoid policy interpretations outside authorized scope.
• Support violation processing by preparing notices and tracking timelines per CAM and Board directives.

Records, Documentation & Compliance Support

• Maintain Association records in accordance with Florida Statute Chapter 718 requirements and Association policy.
• Organize meeting minutes, agendas, contracts, vendor records, insurance certificates, and compliance documentation.
• Assist with owner records requests by assembling documentation within statutory timeframes for CAM approval.
• Support audits, inspections, and insurance reviews by providing organized, complete documentation.

Operations & Departmental Coordination

• Act as a liaison between office operations and on-site departments:
  • Maintenance
  • Housekeeping/Grounds
  • Property Patrol
• Monitor work order activity, incident reports, and patrol logs to ensure items are acknowledged and progressing.
• Follow up on unresolved or overdue items and notify the CAM of operational bottlenecks.
• Reinforce interdepartmental teamwork standards through communication and documentation.

Workforce Administration & Policy Enforcement

• Support enforcement of Association operational policies related to:
  • Attendance and punctuality
  • Timekeeping and clock-in/clock-out accuracy
  • Notification requirements for late arrivals or leaving the property during a shift
• Track employee acknowledgments of policies, training completion, and required certifications.
• Maintain personnel files (non-disciplinary authority; documentation only).
• Assist with onboarding coordination for new hires (forms, manuals, system access).

Important: The Office Manager does not issue discipline independently but ensures documentation is accurate and provided to CAM/Management.

Scheduling & Time Management Oversight (Administrative)

• Assist with maintaining posted schedules for operational staff as provided by supervisors.
• Track schedule changes, call-offs, and late notifications; document per policy.
• Ensure employees understand that transportation to and from work is their responsibility and that attendance standards apply consistently.

Vendor & Contract Support

• Maintain vendor files, including contracts, W-9s, insurance certificates, and contact details.
• Assist with scheduling vendor access, keys, badges, and office coordination.
• Track contract renewals and expirations; notify CAM in advance of deadlines.
• Log vendor performance issues and route to CAM for resolution.

Financial & Administrative Support

• Assist with invoice intake, coding preparation, and submission for CAM/accounting review.
• Track purchase requests and approvals per established limits.
• Maintain organized budget reference files (no independent spending authority).
• Support special assessments, mailings, and owner communications as directed.

Emergency & Contingency Support

• Provide administrative support during emergencies or storm events, including:
  • Logging communications and actions taken
  • Assisting with owner notifications
  • Coordinating documentation for insurance or recovery
• Maintain updated emergency contact lists and office continuity procedures.

Professional Conduct & Team Standards

• Model professionalism, punctuality, organization, and respectful communication.
• Support a workplace culture where personal differences do not interfere with job performance or teamwork .
• Maintain strict confidentiality of Association records, personnel matters, and owner information.
• Act as a stabilizing administrative presence supporting consistency and follow-through.

Authority Limitations

• The Office Manager does not :
  • Exercise CAM authority
  • Bind the Association contractually
  • Interpret statutes or governing documents
  • Authorize expenditures beyond delegated administrative limits
  • Issue fines or disciplinary action
• All discretionary decisions must be approved by the CAM or Board.

Performance Standards

The Office Manager will be evaluated on:

• Organization and accuracy of records and documentation
• Timeliness of communications and follow-up
• Effectiveness of routing and tracking requests to resolution
• Professionalism and customer service
• Reliability, punctuality, and policy compliance
• Contribution to interdepartmental teamwork and office efficiency

Acknowledgment

This Scope of Work defines the responsibilities of the Office Manager position and may be amended by Board resolution or management agreement to meet operational needs.

• Computer experience mandatory with the ability to use multiple formats and programs.
• Office management
• Owner/guest interaction
• Professional appearance.
• Pass background and drug test.
• Ability to work independently and initiative to plan for upcoming events.
• Experience with Ap-Folio a plus but will train.
• Must be dependable and work Monday-Friday 8:00 a.m.-5:00 p.m. as well as additio9nal days as needed (rare).
• Dependable transportation.