Administrative Assistant

Affinity Management Services, LLC; Homestead (FL); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Fully paid medical insurance

Dental/vision/life insurance

401(k) plan after 90 days

Job summary

Affinity Management Services is seeking an Assistant Manager to support the daily operation of the management office for community associations. The Assistant Manager will handle administrative tasks, ensure effective communication, and maintain organized records using Microsoft Office.

Proficiency in Word, Excel, and Outlook, along with strong interpersonal and customer service skills, is essential; bilingual ability is preferred and two years of property management experience is a plus.

Qualifications

• Proficiency in Microsoft Office (Word, Excel, Outlook) required.
• Strong communication and customer service skills are essential.
• Bilingual ability is preferred; experience in property management is a plus.

Responsibilities

• Assist in the daily operation of the management office following established procedures.
• Ensure telephone etiquette, handle messages, and respond to emails promptly.
• Maintain organized records and handle data entry and file management.
• Update information in VertiLink and other association databases.
• Provide general office support including printing, scanning, and faxing.
• Assist in preparing board packages, meeting notices, and mailings.
• Coordinate and track important dates and meetings (turnover, annual, budget).
• Process vendor invoices and monitor licenses/insurance expirations.
• Collaborate with committees and interact with owners daily.

Skills

Microsoft Office

Communication skills

Customer service

Bilingual preferred

Tools

VertiLink

Job description

Description

Affinity Management Services is an Association Management Company proudly serving Miami-Dade, Broward, and Palm Beach County! We have grown over time due to our commitment to creating a first-class living environment for our residents and enriching the quality of life in our communities through our innovative services. As the demand for our services continues to grow, we are looking for individuals to join us on our quest to empower and transform each community we partner with.

Affinity Management Services is an Association Management Company proudly serving Miami-Dade, Broward, and Palm Beach County! We have grown over time due to our commitment to creating a first-class living environment for our residents and enriching the quality of life in our communities through our innovative services. As the demand for our services continues to grow, we are looking for individuals to join us on our quest to empower and transform each community we partner with.

Job Summary

Affinity Management Services is seeking an Assistant Manager to support the daily operation of the management office for community associations. The Assistant Manager will be responsible for handling administrative tasks, ensuring effective communication, and maintaining organized records. Proficiency in Microsoft Office products and strong interpersonal and customer service skills are essential for success in this role.

Key Responsibilities

• Assist in the daily operation of the management office, following established company procedures and guidelines.
• Ensure proper telephone etiquette and handle messages courteously, accurately, and in a timely manner.
• Respond to all emails appropriately and promptly.
• Daily pickup of incoming mail (FedEx, UPS, USPS) and ensure timely distribution.
• Perform administrative assistant tasks, including record-keeping, filing, mail collection, word processing, data entry, and managing office supplies.
• Maintain and update information in VertiLink (Property Management Software) and other association databases.
• Provide general office support, including processing print jobs, scanning, and faxing.
• Assist community managers in preparing monthly board packages, meeting agenda notices, and in-house mailings.
• Coordinate and track important dates and meetings, such as turnover, annual, and budget meetings.
• Manage maintenance and purchase requests, including processing applications and other property-specific forms.
• Assist in producing meeting minutes for board meetings.
• Code and enter all invoices for the community.
• Collaborate with committees and committee chairpersons.
• Provide daily interaction and support to owners.
• Post all agendas to the proper physical locations and the website.
• Process vendor packets for all vendors and monitor vendor license and insurance expiration.
• Coordinate and reserve conference room events.
• Undertake special projects as instructed.

Requirements

• Proficiency in Microsoft Office products (Word, Excel, Outlook, etc.).
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Exceptional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.).
• Bilingual proficiency is preferred.
• 2 years of experience in property management is preferred.
• General computer skills required.

Who We Are

At Affinity Management Services, we are passionate about community association management. We value knowledge sharing and welcome new team members who enjoy the challenges of community association and property management, including Homeowners Associations, Condominiums, and Apartments.

Our Values

Relationship Oriented: We exceed expectations and build lasting relationships.

Teamwork: We collaborate and take collective ownership of our clients' needs.

Professionalism: We hold ourselves to a high standard and have a continued commitment to self-development.

Solutions oriented: We anticipate, adapt, and implement the right strategy and process.

What We Offer

• Fully paid medical insurance
• Voluntary dental, vision, life insurance, and short-term disability
• 401(K) Plan after 90 days of employment

Additionally, we provide competitive pay, paid time off, a respectful, caring, and positive working environment. You will have opportunities for growth and promotion within the organization, including specialized training, industry-related organization memberships, and mentoring support to help you achieve your career development aspirations.

Note: The company provides a disclaimer that the job post may not be an exhaustive list of all responsibilities and requirements, and the essential functions of the job may change based on business necessity.

Affinity Management Services is committed to a non-smoking and drug-free environment. We are dedicated to fair treatment of all applicants and associates without regard to factors such as race, national origin, sex, age, disability, veteran status, sexual orientation, or gender identity, as protected by law.