Administrative Operations Assistant

The Administrative Operations Assistant Specialist supports daily operations for a luxury condominium community. This role blends overall office management, resident and guest support , financial processing , and vendor coordination . The ideal candidate is detail‑oriented, service‑driven, and comfortable managing multiple high‑priority administrative tasks in a fast-paced environment. Notary license and web management experience a plus. Ability to multi task and results driven perspective are critical skill sets required. Running Zoom Meetings for Committee and BOD meetings a plus.

Key Responsibilities

High-Priority Responsibilities

• Coding & Processing Incoming Payments — Accurately code, batch, and post payments into the accounting system; maintain daily reconciliation logs.
• Coding & Processing Invoices — Validate invoice accuracy, assign GL codes, route for approval, and ensure timely vendor payments.
•  Provide concierge-level service, manage lobby operations, maintain logs, handle resident inquiries, and support daily administrative workflows.
• Assist BOD when required on special projects.
• Assist in the overall record retention of the Association.
• Strong communication skills and collaborative perspective required.

Resident, Owner & Guest Services

• Sales & Rentals Application Procedures — Process applications, verify documents, coordinate approvals, and maintain compliance records.
• New Owner Onboarding — Prepare welcome packets, update databases, schedule orientation, and ensure smooth transition into the community.
• Vendor Log-In & Unit Access Coordination — Verify vendor credentials, manage access logs, and coordinate entry with residents and security.
• Management of Unit Owner correspondences and dispositions.
• Front Desk, Kiosk & Administrative Duties — Provide concierge-level service, manage lobby operations, maintain logs, handle resident inquiries, and support daily administrative workflows.

Financial & Merchant Processing

• Merchant Reports — Generate daily/weekly merchant summaries and reconcile discrepancies.
• Visa Credit Card Reconciliation — Match transactions, validate charges, and maintain audit-ready records.
• Home Depot Card Reconciliation — Track purchases, verify receipts, and reconcile monthly statements.

Systems & Technology

• Key Fob & Card Programming – Kantek System — Program access devices, maintain inventory, and update resident access profiles.
• Gatehouse Entry System Database Entry — Input resident, guest, and vendor data; ensure accuracy for security operations.
• Savoy community web site support.

Communications

• E-Blasts — Draft, format, and distribute community-wide announcements, updates, and alerts.
• Support for BOD communications and meetings.

Qualifications

• 3 + years of administrative, hospitality, or property management experience
• Strong proficiency in Microsoft Office and property management software
• Excellent communication, customer service, and multitasking skills
• Ability to maintain confidentiality and handle sensitive information
• Experience with financial coding, reconciliation, or merchant processing preferred
• Familiarity with access control systems (Kantek) and gatehouse databases a plus

Work Environment

This role is on-site , supporting a high-volume administrative office within a luxury condominium. Professional appearance, warm communication, and consistent reliability are essential. Ability to take on additional responsibilities overtime and deliver results. Team approach.