Administrative Assistant

Description

The Administrative Office Assistant provides on-site administrative and operational support to the Community Manager in the day-to-day management of a condominium community. Responsibilities include handling homeowner inquiries, coordinating service requests, supporting board meetings, maintaining property records, and tracking operational activities.

This role serves as an entry point into the community association management industry, offering hands-on training, company-paid industry certifications, and a clear career path toward becoming a Community Manager. The ideal candidate is organized, detail-oriented, professional, and eager to build a long-term career in property management.

Growth & Development

• Competitive salary of $50,000/year with a full benefits package
• Structured training to prepare you for advancement into a Community Manager role
• Company-covered industry training and certifications, including CAI coursework and credentials
• Direct mentorship from an experienced onsite Community Manager
• A genuine opportunity to learn the condominium association property management business from the inside

If you are motivated, enjoy working with people, and are looking for an opportunity to learn and grow within the property management industry, we encourage you to apply.

Responsibilities

• Manage homeowner communication and inquiries, including answering calls, responding to action items, and ensuring all interactions are logged and tracked accurately
• Create and manage service requests, ensuring maintenance issues are properly documented, assigned, tracked, and followed through to completion
• Support vendor coordination and project workflows, including assisting with proposals, bid documentation, and scheduling
• Assist with board meeting preparation and follow-up, including compiling management reports, maintaining action item lists, and supporting board packet preparation and distribution
• Maintain property records and system data, including documents, master sheets, compliance trackers, and operational records
• Support compliance and administrative processes, including violation tracking, architectural application processing, inspections, mailings, and jurisdictional requirements
• Provide frontline coverage of the onsite office, greeting residents and visitors, handling mail and deliveries, and maintaining a welcoming, controlled office environment

Qualifications

• 2-4 years of property management, administrative, or customer service experience preferred
• Strong organizational and multitasking abilities in a fast-paced environment
• Experience with property management systems (Vantaca or similar platforms preferred)
• Proficiency in Microsoft Office (Word, Excel, Outlook, and Adobe) and document management systems (SharePoint preferred)
• Strong attention to detail and ability to manage multiple workflows accurately
• Excellent communication skills when interacting with homeowners, vendors, boards, and internal staff
• Ability to follow structured processes and maintain accurate documentation

Performance Expectations: Success in this role is measured by the ability to:
• Ensure all homeowner communications and action items are tracked and resolved with no unlogged or unattended items
• Maintain accurate and complete service request tracking through to completion
• Support timely and accurate board meeting preparation and administrative deliverables
• Maintain consistent and accurate property records, documents, and compliance tracking
• Demonstrate strong coordination with the onsite Community Manager through daily operational sync and follow-through