Administrative Assistant

Description

Position Summary:
A busy residential homeowners association located in Land O’ Lakes is seeking a highly organized and detail-oriented Part-Time Administrative Assistant to provide onsite support to the Community Association Manager. This position is being created to assist with daily administrative workload, improve overall office efficiency, strengthen compliance management, and improve community operations and relationships.

The Administrative Assistant will play an active role in supporting application processing, compliance inspections, vendor coordination, and resident communication.

Position Details:

• Part-time: approximately 30 hours per week (Monday–Friday; exact schedule to be finalized)
• Onsite, office-based position located within the community
• This position works directly with the onsite manager and interacts with residents, board members, vendors, and contractors.

Essential Responsibilities:

• Perform administrative support duties for daily office operations.
• Process all homeowner applications, including:
  • Architectural Control (ACC) requests
  • Lease and rental applications
  • General homeowner compliance submissions
• Conduct assigned property compliance inspections (training provided).
• Process, track, and maintain violation notices and compliance records.
• Respond to emails, phone calls, and office visitors in a professional and timely manner.
• Manage resident accounts, update records, and ensure proper documentation.
• Assist with board meeting preparation, meeting packets, agenda distribution, and minutes.
• Assist with preparing community notices, email communications, website updates, and resident notifications.
• Coordinate with vendors for work orders, service requests, and follow-ups.
• Maintain accurate filing systems both electronically and in paper format.
• Prepare management reports, spreadsheets, tracking logs, and general documentation.
• Assist manager with other community projects as needed.

Requirements

Minimum Qualifications:

• Valid driver's license, reliable personal vehicle, and current auto insurance (required for inspections and onsite travel within the community).
• Proficiency in Microsoft Office (Word, Excel, Outlook, etc.) is required.
• Ability to walk, stand, bend, lift, and complete onsite property inspections.
• Excellent organizational skills, attention to detail, and time management.
• Strong written and verbal communication skills.
• Ability to handle sensitive and confidential information.
• Ability to manage conflict professionally while communicating rules and policies.
• Strong customer service skills with a professional demeanor.

Preferred Qualifications (not required):

• Experience with Caliber property management software (strong plus)
• Experience with FrontSteps community portal platform (plus)
• Previous HOA/COA/POA administrative or property management experience
• Knowledge of Florida HOA/COA governing documents or Florida Statute 720 (plus)