Administrative Assistant

Access Management; Lake Wales (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

Access Management is seeking a diligent administrator to support the community manager in Lake Wales, FL. The role involves coordinating with the Board, developers, homeowners, and committees, and overseeing daily operations of the association and amenities.

Responsibilities include handling correspondence, gate access, vendor invoices, and assisting in budget-related tasks while maintaining high ethical standards and service quality.

Qualifications

• Must be available Tuesday-Saturday 9am-6pm.
• Excellent people skills, team building and conflict management.
• Strong knowledge of Microsoft Applications (Word, Outlook, Excel) and familiarity with Vantaca is a plus.
• Excellent written and verbal communication skills.
• Ability to work with/vendors and all levels of management.

Responsibilities

• Assist the community manager in maintaining relationships with Board of Directors, Developer, Homeowners and Committees.
• Oversee day-to-day operations of the association, amenities, common areas and assets.
• Draft and send professional correspondence to homeowners, board members, and vendors.
• Fill in for receptionist as needed and manage gate access records and invoices.
• Prepare weekly and monthly management reports and event bulletins; attend meetings as requested.

Skills

People skills

Team building

Conflict management

MS Office

Written and verbal communication

Independent work

Education

High School diploma or equivalent/AA/BA in hotel/hospitality or property management preferred

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Vantaca

Job description

This position is responsible for assisting the community manager in managing the relationships with the Board of Directors, Developer, Homeowners and Committees of the community, and overseeing the day to day operations of the association, amenities, common areas and all other assets.

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

Abilities and Skills required:

• Receive incoming phone calls/mail and respond as directed or appropriate.
• Draft and send professional correspondence for a variety of matters to homeowners, board members, committee members, vendors, etc. (in a variety of formats – letters, emails, etc).
• Fill in for receptionist as needed.
• Assist in maintaining the Community’s hard files and uploading files to websites, software, etc.
• Assist in adding / deleting homeowners, residents and club employees to/from gate access.
• Keep accurate records of all gate transponders, parking passes and give to Security company and order when supply is running low.
• Assist in conducting inspections of common areas of association property to ensure proper maintenance.
• Assist as necessary in processing, and coding vendor invoices for payment in a timely manner.
• Communicate with homeowners, board members and vendors and respond to concerns within the community’s policy.
• Assist in preparation of written weekly and monthly management reports, weekly community bulletins, and event bulletins.
• Attend and participate in monthly Board of Directors meetings, Annual meetings, Committee meetings and Staff meetings as requested.
• Have the desire to be stable and carry out the vision of the board in the community.
• Hours will fluctuate depending on scheduling. Weekends and evenings may be required and attendance at board meetings, staff meetings as needed.
• Assist Manager in drafting annual budget, read and understand monthly financial statements, explain delinquency procedures and reports.
• Set up and maintain new homeowners, send welcome packets within 24 hours of receiving closing documentation, post charges to account ledger and provide check to accounts receivable by the end of every business day.
• Receive and process ARC Applications, respond to homeowner requests, and ensure complete application is received and submitted for approval to ARC/ACC committee as received.
• Must be able and willing to work a variety of hours in order to meet the requirements of the position, including evenings, weekends, and holidays if needed.

Additional Duties and Responsibilities

• Practice and adhere to Access Management’s Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.

Education & Experience

High School diploma or equivalent AA or BA in hotel/hospitality or property management preferred.

Knowledge, Skills & Proficiencies

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Must be available Tuesday-Saturday 9am-6pm
• Excellent people skills, team building skills and conflict management skills.
• Strong knowledge of Microsoft Applications, especially Word, Outlook and Excel. Knowledge of Vantaca a plus.
• Excellent written and verbal communication skills.
• Ability to make sound business decisions and work effectively with little or no supervision.
• Strong Problem Solving and Conflict Management skills.
• Ability to successfully work with a wide range of personnel including vendors, personnel, office staff and all levels of management personnel.

Tools & Equipment

Computer, phone, cell phone, printer, office equipment.

Physical Requirements/Working Environment

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25lbs.
• Must be able to sit for extended periods of time.
• Must be able to stand for long periods of time and be able to freely move about the office and building.

Work Environment

The work environment characteristics are normal office conditions at an onsite community facility. This is a full-time position. There will be occasions when it is necessary to work various evenings, weekends and holidays. Consistent and regular attendance required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.