Administrative Assistant - Onsite

Description

Condominium Associates began managing condominium and homeowner associations in the Tampa Bay area in 1982 and presently have offices in Pasco, Pinellas, Sarasota and Hillsborough counties. We are a full-service association management company providing services in the areas of facilities management, financial management and administration.

Overview:
Are you ready to take on a dynamic role where you can make a real impact? As an Assistant Property Manager at Condominium Associates, you'll support the Property Manager in various administrative, financial, and operational tasks while ensuring our property runs smoothly. You'll provide exceptional service and represent Condominium Associates with professionalism, contributing to the success and well-being of our community.

Responsibilities:
In the absence of the Property Manager, you’ll take charge of the day-to-day operations, including:

• Ensuring compliance with all reporting requirements as outlined in the Management Services Agreement.
• Meeting requirements outlined in Florida Statute 718.
• Soliciting, reviewing, and compiling bid analysis sheets for community projects and maintenance.
• Drafting Requests for Proposals (RFPs) to ensure comparable vendor data for large projects.
• Investigating and reporting all property damage, personal injury, and work-related accidents in a timely manner.
• Acting as a liaison with legal counsel and vendors to ensure the smooth conduct of Association business.
• Managing staff, overseeing performance, approving payroll, and providing coaching and feedback.
• Maintaining and organizing activity logs, incident reports, and vendor information for review by the Property Manager.
• Collecting HOA payments, sending delinquency notices, and preparing new resident packages.
• Overseeing security systems, incident investigations, and maintaining the association’s website.
• Managing architectural change requests and ensuring compliance.
• Assisting with special administrative tasks, including report preparation and vendor invoice reconciliation.
• Overseeing site projects, committees, and staff scheduling, while maintaining payroll timesheets.
• Filling in for front desk shifts as needed and monitoring emergency response systems when applicable.

Supervisory Responsibilities:
You’ll manage a frontline team including Maintenance, Front Desk, and Housekeeping staff. Responsibilities include interviewing, hiring, training, and mentoring employees, as well as overseeing performance, addressing concerns, and resolving issues. You’ll also manage vendor relationships, site committees, and projects as needed.

Qualifications:

• High school diploma required.
• A minimum of two years of experience in community management or a similar business role is preferred.
• Familiarity with high-rise/condo life safety systems (fire suppression, generators, chillers, etc.) is strongly preferred.
• Proficiency in Microsoft Office Suite, including SharePoint, Excel, Word, Outlook, and PowerPoint.
• Experience maintaining websites is desired, and knowledge of BuildingLink is a plus.
• Valid Driver’s License required.

Benefits:

• 401(k) with matching
• Health, dental, vision, and life insurance
• Paid time off

Work Location: In person

Join us at Condominium Associates and take on a vital role in managing a vibrant, secure, and thriving community. Your skills and dedication will contribute to creating an exceptional experience for all residents!

Requirements

Qualifications:

• Working knowledge of statutes for assigned Condominium or Homeowner Association type.
• Excellent written and verbal communication skills, with the ability to articulate complex ideas.
• Proven ability to multitask and manage priorities efficiently in a dynamic environment.
• Strong initiative, problem-solving skills, and a proactive approach to continuous improvement.
• Project management and leadership skills, especially supervising on-site personnel.
• Proficient in Microsoft Office Applications and tech-savvy in leveraging tools for administrative efficiency.

Education and Experience:

• 2-3 years of relevant experience in community association management.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Equal Opportunity Employment

We are an equal opportunity employer committed to fostering a diverse and inclusive workplace. We celebrate the unique backgrounds, perspectives, and talents of all employees, creating an environment where everyone feels valued, respected, and empowered. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, marital status, veteran status, disability status, or any other characteristic protected by applicable laws and regulations. We comply with all federal, state, and local laws governing nondiscrimination in employment.

In addition, we offer competitive salaries commensurate with experience, a comprehensive benefits package including health, dental, and retirement options, professional development opportunities, and a collaborative work environment.