Administrative Assistant

MAY Management Services – Ponte Vedra Beach, FL (Jacksonville Area)

Position Summary

MAY Management Services is seeking a highly organized and customer-focused Administrative Assistant to join our Ponte Vedra Beach office. This position plays a critical role in supporting Community Association Managers, homeowners, Board Members, vendors, and internal team members. The ideal candidate is detail-oriented, professional, and thrives in a fast-paced environment while providing exceptional customer service to the communities we serve. MAY Management has been providing professional association management services throughout Florida for more than 30 years. 

Essential Duties & Responsibilities

• Answer incoming calls and greet homeowners, board members, vendors, and visitors in a professional manner. 
• Provide administrative support to Community Association Managers. 
• Prepare board meeting packets, agendas, correspondence, and community notices. 
• Process architectural review applications and maintain association records. 
• Create and distribute homeowner communications and compliance letters. 
• Enter and maintain data within association management software systems. 
• Track work orders and assist with vendor coordination. 
• Manage community websites and update association documents as needed. 
• Respond to homeowner inquiries via phone, email, and in person. 
• Assist with scheduling meetings and coordinating board and committee events. 
• Maintain organized electronic and physical filing systems. 
• Support special projects and other administrative functions as assigned. 

Qualifications

• High School Diploma or GED required; Associate’s Degree preferred. 
• Minimum of 1-2 years of administrative, customer service, or office support experience. 
• Strong verbal and written communication skills. 
• Exceptional organizational and time management abilities. 
• Ability to prioritize multiple tasks and meet deadlines. 
• Professional demeanor with strong customer service skills. 
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams). 
• Ability to work independently and collaboratively within a team environment. 
• Experience in property management, HOA/COA management, or association management is a plus. 

Preferred Skills

• Experience working with homeowners' associations, condominium associations, or property management companies.
• Familiarity with association management software platforms. 
• Ability to handle confidential information with discretion. 
• Strong attention to detail and follow-through. 

Compensation & Benefits

• Competitive hourly compensation based on experience. 
• Medical, Dental, and Vision Insurance. 
• Life Insurance. 
• Short-Term and Long-Term Disability Insurance. 
• Paid Time Off and Paid Holidays. 
• Professional development and growth opportunities within MAY Management.  

Work Environment

• Full-time, in-office position. 
• Located at MAY Management's Ponte Vedra Beach office at 240 Canal Boulevard, Ponte Vedra Beach, FL.  

Why Join MAY Management?

At MAY Management, we believe our people are our greatest asset. We provide ongoing training, opportunities for advancement, and a supportive team environment focused on delivering exceptional service to homeowners and community associations throughout Florida.