Administrative Assistant - Onsite Community Association

Administrative Assistant

Affinity Management Services is an Association Management Company proudly serving Miami-Dade, Broward, and Palm Beach County for over 15 years! We have grown over time due to our commitment to creating a first-class living environment for our residents and enriching the quality of life in our communities through our innovative services. As the demand for our services continues to grow, we are looking for individuals to join us on our quest to empower and transform each community we partner with.

Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company's general administrative activities. Administrative Assistant responsibilities meeting arrangements, preparing reports and maintaining appropriate filing systems.

Essential responsibilities:

• Provide excellent customer service to residents within the community by answering and directing phone calls, emails, and other correspondence.
• Address unit owners' inquiries via phone, email, or in person.
• Help process purchases and leases applications.
• Check in clubhouse guest (if applied)
• Check in vendors who come onto the property.
• Update Owners/Tenants in Directory or any information
• Ability to access and accurately input information using a computer system.
• Performs tasks assigned by management. (Excellent verbal, comprehension, listening and problem-solving skills).
• Maintain a clean and organization, have general task assistance.
• Courier Request, return and distribute mail.
• Maintain and organize files and records
• Schedule appointments and meetings
• Prepare reports, memos, and other documents
• Assist with event planning and coordination
• Manage office supplies and inventory
• Provide support to other staff members as needed

Requirements

Weekend availability required

Schedule:

Monday: 12:00 PM - 8:00 PM

Tuesday: 8:00 AM - 2:00 PM

Wednesday: 8:00 AM - 3:00 PM

Thursday: 1:00 PM - 8:00 PM

Friday: OFF

Salary: $18

Skills, Knowledge & Abilities Required:

Education/Training/Certifications/Licenses:

• High school diploma/GED equivalent required.
• Amazing interpersonal abilities
• Experience within the Property Management, Condo/HOA Law or Real Estate industries
• Knowledge of Architectural Modification processing procedures
• Strong Administrative Support Experience
• Familiarity with the hospitality industry is a plus.
• Willingness to maintain confidentiality.
• Time management skills

Language requirements:

Bilingual is desirable.

Additional Requirements:

• Requires a minimum of (1) year's in customer service in the hospitality industry or similar.
• Excellent oral and written communication with interpersonal skills.
• Empathy and friendly phone manners required.
• Is able work with a computer hardware/software is a must.
• Have top of the line organizational skills and handle multitasks at once.
• Must be able to stand and move throughout office and continuously perform essential job functions with or without reasonable accommodations for the entire shift.

Who We Are:

At Affinity Management Services, we are passionate about community association management. We value knowledge sharing and welcome new team members who enjoy the challenges of community association and property management, including Homeowners Associations, Condominiums, and Apartments.

Our Values:

We lead with the following values:

• Relationship Focus : Be Reliable To All | Take Ownership | Work Collaboratively
• Teamwork : Commit to Self-Development | Set High Standards | Hold yourself & others accountable.
• Professionalism : Instill Trust | Be Open & Honest | Be an active listener
• Solutions Driven : Get things Done | Achieve Results | Think outside the box
• Celebrate the Wins: Praise our Milestones | Highlight Achievements

What We Offer:

We invite you to be a member of our team, where you can enjoy a comprehensive benefits package, including:

- Fully paid medical insurance

- Voluntary dental, vision, life insurance, and short-term disability

- 401(K) Plan after 90 days of employment

Additionally, we provide competitive pay, paid time off, a respectful, caring, and positive working environment. You will have opportunities for growth and promotion within the organization, including specialized training, industry-related organization memberships, and mentoring support to help you achieve your career development aspirations.