Administrative Assistant

Job Description

Job Description

Description:

Job Summary:

The Administrative Assistant works closely with the Community Association Manager and Dockmaster to support the day-to-day operations of a residential community in New Smyrna Beach. This position provides administrative and operational support related to marina and boat storage activities, resident communications, documentation, invoices, community records, and general office functions. 

Position Details

• Part-time 
• $18.00 per hour 
• Monday–Friday, approximately 12:30 p.m.–4:30 p.m. (schedule subject to change based on community needs) 
• Onsite in New Smyrna Beach, Florida

Supervisor Responsibilities:

• None.

Duties and Responsibilities:

• Having a full understanding of the policies and procedures in place and enforcing them according to the Terms & Conditions of Lease Agreements, as well as the Slip and Boat Storage Facility Rules. 
• Assist in the maintenance of records for wait lists and active leases for Kayak Storage, Dry Slip, and Wet Slips. This also includes obtaining all necessary documentation as required in the lease agreement and working with the Dockmaster to assign available spaces as they become available, as well as provide BICSA stickers and gate access fobs, cards, or keys. Regular updates to the Community Manager regarding the status of leases and wait lists will be reported to the Community Manager monthly. 
• Verify that all appropriate registration for trailers and vessels are up to date. This includes reaching out to lessees to obtain updated documentation and updating their lease to reflect the latest information. 
• Work with the Dockmaster to monitor the Boat Yard to make sure it is within acceptable standards. This includes reporting any necessary repairs or maintenance items, as well as making sure the area is clean and free of trash and debris. A weekly report to the Community Manager will allow all parties to be aware of any work needed in the area. 
• Report any vessels in distress to the Dockmaster. 
• Report and document any damage incurred during severe storms or hurricanes. 
• Notify and follow-up with lessees about securing their trailers and vessels in the event of a hurricane or tropical storm. Non-compliance with these requests needs to be communicated to the Community Manager and Dockmaster. 
• Communicate via email or phone with current and prospective boaters regarding any issues that arise.   
• Assist the Community Manager and Dockmaster in processing invoices and/or refunds for new or terminating Lessees. 
• Assist Community Manager with clerical tasks such as assisting homeowners, reporting maintenance issues to staff, answering phones, and other duties as assigned. 

Compensation

• $18.00 per hour 
• Part-time schedule, approximately 20 hours per week

Why Join Us

Join a growing company where your contributions matter. At Atmos Living Management Group, we value responsiveness, accountability, teamwork, and strong relationships with the communities we serve. This position offers the opportunity to work closely with community leadership, residents, and team members while playing an important role in the day-to-day operations of the community. 

Required Skills/Abilities:

• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and the ability to learn other relevant software. 
• Excellent written and verbal communication skills. 
• Strong organizational and time-management skills with excellent attention to detail. 
• Ability to interact professionally and effectively with managers, coworkers, residents, vendors, guests, and prospective residents. 
• Ability to maintain a positive and professional work environment. 
• Ability to manage multiple priorities while maintaining accuracy, focus, and professionalism.
• The ability to multi-task on a variety of levels with the utmost of focus and professionalism.  

Education and Experience:

• High school diploma or equivalent required. 
• At least one year of related administrative, customer service, property management, or similar experience preferred.

Physical Requirements and Working Conditions:

• Prolonged periods sitting at a desk, working on a computer, and talking on a phone.  
• Must be able to lift 15 lbs. at a time.