Office Administrator

About the role

The administrative assistant reports to the General Manager and is responsible for leading the day-to-day operations of the HOA Office. This involves ensuring a safe, clean, and welcoming environment for residents and community volunteers.

Responsibilities

• Provide friendly and efficient customer service to all inquiries, including, but not limited to, general inquiries, new tenant and owner orientation, architectural review applications, and assessment payments.
• Track and update community work orders.
• Accept ARC applications from residents and review to ensure all necessary documentation is included. Forward completed ARC applications to the architectural review committee in a timely fashion for final review.
• Affiliate with the managing of the RV Storage Lots.
• Work with the RSO team with resident support, copies, fax's, creating work orders for residents through Caliber software, and responsible for maintaining the Architectural Review Committee Program.
• Prepare material for all Board meetings (i.e. board packages and posting agendas and meeting materials in common areas).
• Assist Community Association Manager in sending any communication to Residents.
• Keep current Board of Directors information such as email addresses and phone numbers.
• Special projects and other responsibilities as assigned by the Community Association Manager.

Requirements

• Maintain a current Florida Driver’s License.
• Ability to operate and maintain professional demeanor in a fast-paced work environment.
• High school diploma or equivalent; additional education or relevant certifications are a plus.
• Proficiency in English (spoken and written) is essential.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent interpersonal and communication skills to engage with a diverse community.
• Computer proficiency, including Microsoft Office Suite and database management.
• Previous experience in a community-oriented role or administrative position is preferred.
• Cultural sensitivity and empathy to work effectively with a diverse group of homeowners.