Administrative Assistant

Access Management; Tampa (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

Access Management Group seeks an Administrative Assistant to handle inbound calls, assist residents, and maintain organized office operations. You will coordinate with homeowners, vendors and board members, ensuring timely responses and accurate records.

The role supports ARC and Landscape committees and keeps the community website and packets up to date. Key duties include processing work orders, updating files, verifying leases, and assisting the Community Manager with budgeting and meeting

Qualifications

• Excellent people skills, team building and conflict management.
• Strong knowledge of Microsoft Applications, especially Word, Outlook and Excel.
• Excellent written and verbal communication skills.
• Ability to make sound business decisions with little supervision.
• Conflict management skills and ability to work with diverse personnel.

Responsibilities

• Answer all calls, greet homeowners, vendors and guests professionally.
• Assist residents and manage work orders and vendor communications.
• Maintain organized files and update HOA/Community information.
• Update Vantaca website and ensure documents and packets are current.
• Support ARC and Landscape committees, prepare agendas/minutes as needed.

Skills

People skills

Team building

Conflict management

MS Office

Word

Outlook

Excel

Written communication

Verbal communication

Decision making

Vendor coordination

Education

High School diploma or equivalent

AA or BA preferred

CAM preferred

Tools

Vantaca

Job description

Primary objective is to facilitate the administrative functions of the corporate office and Onsite Manager. The Administrative Assistant should take all inbound calls when possible and present a consistent level of customer service with each caller. The role serves as an integral part of the office team and its daily function. Performs all duties in accordance with Access Management’s policies, processes and procedures and within the realm of the management philosophy.

• Answer all calls and distribute as needed, greet homeowners, vendors and guests in a professional and timely manner.
• Assist residents as needed.
• Ensure workplace is kept neat and organized.
• Assist in booking of resident events.
• Monitor and distribute emails as needed.
• Assist with work orders.
  • Ensure oversight of landscaping work orders.
  • Communication with vendors.
  • Follow up with residents (email or phone call) to ensure their concerns have been addressed and satisfied.
• Process new tenants.
• Ensure welcome packets are assembled accordingly.
• Ensure there are tenant welcome packets and enough for resales.
• Verify lease.
• Provide Certificate of Approval letter.
• Maintain all necessary files in an organized manner.
• Assist with setting up new homeowner packages as needed.
• Update Vantaca websites as needed.
• Assist manager as needed.
  • Understand restrictions for community – be able to know where information is on Docs to properly answer resident questions.
  • Know clubhouse rules & regulations.
  • Be up to date with current events at the clubhouses.
• Fill in for receptionist as needed.
• Maintain the Community Managers schedule, calendar and files.
• Assist in maintaining the Community’s hard files and uploading files to Vantaca
• Communicate with managers regarding status of ARC Applications with a minimum of weekly contact.
• Assist in posting and keeping Community website updated, which includes the daily syncing with the website and adding monthly committee and board agendas and minutes as needed.
• Send out email blasts as requested by Manager and Board.
• Update HOA contact and Board/Committee information with up to date information.
• Assist in the preparation and organization of all materials needed for board meetings.
• Receive and respond to any homeowner and/or Board of Director inquiries (verbal and written) in a professional, efficient and timely manner.
• Serve as the direct staff liaison for ARC Committee and Landscape Committee.
• Receive and track all ARC submittals, process ARC application payments, attend meetings, draft agendas and minutes and send follow-up response letters to the homeowners.
• Assist Community Manager with the creation, printing and mailing of the newsletter (Quarterly).
• Assist in processing the recording of the return ballots for annual meeting/elections.
• Work with the Community’s Inspector when required on the violation process.
• Assists Community or General Manager in developing operating budget for facilities maintenance and monitors expenditures.
• Assist the Community Manager with the organization of Annual, Budget, Board, Election and Special meetings of the Association within legal requirements.
• Properly document all Homeowner requests and process accordingly.

Additional 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.
• Perform any range of special projects, tasks and other related duties as assigned.

Supervisory Responsibility

Non-Applicable Education & Experience High School diploma or equivalent AA or BA preferred, CAM preferred.

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.

• Excellent people skills, team building skills and conflict management skills.
• Strong knowledge of Microsoft Applications, especially Word, Outlook and Excel.
• 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.

The work environment characteristics are normal office conditions. 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. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all- inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.