Administrative Assistant

About the role

Join our Team! Leland Management is seeking an Administrative Assistant for one of our communities in the Kissimmee, FL area. The position is full-time with competitive pay and excellent benefits.

Responsibilities

• Greet residents, homeowners, vendors, and guests in a professional and courteous manner.
• Answer incoming telephone calls and respond to emails promptly.
• Aid homeowners with general inquiries regarding HOA policies, governing documents, and amenities.
• Process resident requests and direct inquiries to the appropriate department or Community Association Manager.
• Maintain confidentiality of homeowner and association information.
• Provide administrative support to the Community Association Manager.
• Maintain organized electronic and physical filing systems.
• Scan, upload, and archive association documents.
• Assist with clubhouse reservations and amenity access.
• Maintain amenity reservation calendar.
• Prepare access cards, gate credentials, or amenity passes as applicable.
• Report maintenance issues observed within the community.
• Absorb and coordinate community events and meetings.
• Maintain homeowner records.
• Keep databases accurate and current.
• Ensure compliance with document retention policies.
• Open and close the management office according to established procedures.
• Maintain a clean, organized, and professional reception area.
• Operate office equipment including copier, scanner, and telephone.
• Perform additional administrative duties as assigned.

Requirements

• Minimum 2 years of administrative or customer service experience.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Professional appearance and customer service attitude.
• Ability to maintain confidentiality and exercise discretion.
• Ability to work independently and as part of a team.

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong data entry and recordkeeping skills.
• Experience with HOA management software preferred.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Excellent attention to detail.
• Strong problem-solving and conflict-resolution skills.
• Ability to communicate professionally with homeowners, board members, vendors, and management.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to occasionally lift up to 25 pounds.
• Frequent use of computers, telephone, and office equipment.
• Occasional walking throughout the Amenity for inspections or events.

Work Schedule

Monday through Friday, as assigned by management. Occasional evening attendance at community events may be required.