Real Estate Property Management/ Administrative Position

Administrative Assistant
Department: Property Management
Community Association Manager or Portfolio Manager
The Administrative Assistant provides administrative and operational support to the Community Association Manager (CAM) and Property Management team in the daily management of condominium and homeowners' associations. This position is responsible for assisting with resident communications, work order coordination, vendor documentation, meeting preparation, records management, architectural review processing, customer service, and general office administration while ensuring timely and professional support to Boards of Directors, homeowners, vendors, and internal departments.
The Administrative Assistant utilizes CINC Association Management software and Microsoft Office applications to maintain accurate records, coordinate communications, support community operations, and assist in delivering exceptional customer service.
Provide administrative support to the Community Association Manager and Property Management team.
Answer and direct incoming telephone calls, emails, and resident inquiries in a professional and timely manner.
Prepare, draft, and distribute homeowner correspondence, notices, newsletters, meeting announcements, and community communications.
Maintain electronic and physical association files, records, contracts, governing documents, and correspondence.
Process homeowner requests, applications, architectural review submissions, estoppel requests, and other association documentation.
Enter, update, and maintain homeowner, vendor, and community records within CINC Association Management software.
Create, monitor, and close work orders while coordinating with homeowners, vendors, and management staff.
Schedule appointments, vendor meetings, inspections, Board meetings, and community events.
Prepare Board meeting agendas, management reports, Board packets, and supporting documentation.
Monitor office supplies and coordinate purchasing of administrative materials.
Assist with invoice processing, coding, and routing documentation for approval.
Support budget preparation by gathering vendor contracts, historical records, and requested financial information.
Provide exceptional customer service to homeowners, Board Members, vendors, and business partners.
Maintain compliance with company policies, governing documents, and applicable Florida Statutes.
Perform additional administrative and operational duties as assigned.
High school diploma or equivalent required; Minimum of 2 years of administrative experience; property management, HOA, condominium, or real estate experience preferred.
Experience with CINC Association Management software is preferred.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
Excellent organizational and time management skills with the ability to manage multiple priorities.
Strong customer service skills with the ability to interact professionally with homeowners, Boards of Directors, vendors, and staff.
Administrative Support
Customer Service
Community Association Administration
Document & Records Management
Resident Relations
Work Order Management
Calendar & Scheduling Management
Organization & Time Management
Data Entry & Recordkeeping
Microsoft Office Suite
CINC Association Management Software
Ability to sit, stand, and work on a computer for extended periods.
Ability to communicate effectively by phone, email, and in person.
Ability to occasionally lift office materials up to 15 lbs.
Ability to attend occasional evening Board meetings if required.
Ability to travel to managed communities as needed.