Administrative Operations Assistant

About the Role

The Administrative Operations Assistant Specialist supports daily operations for a luxury condominium community. This role blends office management, resident and guest support, financial processing, and vendor coordination. The ideal candidate is detail-oriented, service-driven, and comfortable managing multiple high-priority administrative tasks in a fast-paced environment. Notary license and web management experience are a plus.

Responsibilities

• High-Priority Responsibilities
  • Coding & Processing Incoming Payments — Accurately code, batch, and post payments into the accounting system; maintain daily reconciliation logs.
  • Coding & Processing Invoices — Validate invoice accuracy, assign GL codes, route for approval, and ensure timely vendor payments.
  • Provide concierge-level service, manage lobby operations, maintain logs, handle resident inquiries, and support daily administrative workflows.
  • Assist BOD when required on special projects.
  • Assist in the overall record retention of the Association.
• Resident, Owner & Guest Services
  • Sales & Rentals Application Procedures — Process applications, verify documents, coordinate approvals, and maintain compliance records.
  • New Owner Onboarding — Prepare welcome packets, update databases, schedule orientation, and ensure smooth transition into the community.
  • Vendor Log-In & Unit Access Coordination — Verify vendor credentials, manage access logs, and coordinate entry with residents and security.
  • Management of Unit Owner correspondences and dispositions.
  • Front Desk, Kiosk & Administrative Duties — Provide concierge-level service, manage lobby operations, maintain logs, handle resident inquiries, and support daily administrative workflows.
• Financial & Merchant Processing
  • Merchant Reports — Generate daily/weekly merchant summaries and reconcile discrepancies.
  • Visa Credit Card Reconciliation — Match transactions, validate charges, and maintain audit-ready records.
  • Home Depot Card Reconciliation — Track purchases, verify receipts, and reconcile monthly statements.
• Systems & Technology
  • Key Fob & Card Programming – Kantek System — Program access devices, maintain inventory, and update resident access profiles.
  • Gatehouse Entry System Database Entry — Input resident, guest, and vendor data; ensure accuracy for security operations.
  • Savoy community website support.
• Communications
  • E-Blasts — Draft, format, and distribute community-wide announcements, updates, and alerts.
  • Support for BOD communications and meetings.

Requirements

• 3+ years of administrative, hospitality, or property management experience.
• Strong proficiency in Microsoft Office and property management software.
• Excellent communication, customer service, and multitasking skills.
• Ability to maintain confidentiality and handle sensitive information.
• Experience with financial coding, reconciliation, or merchant processing preferred.
• Familiarity with access control systems (Kantek) and gatehouse databases a plus.
• Ability to run Zoom Meetings for Committee and BOD meetings a plus.

Work Environment

This role is on-site, supporting a high-volume administrative office within a luxury condominium. Professional appearance, warm communication, and consistent reliability are essential. Ability to take on additional responsibilities over time and deliver results. Team-oriented approach.