Administrative Assistant

Seacrest Services, Inc; West Palm Beach (FL); On-site; USD 21,000 - 30,000; Part time

Benefits offered by this job

Health, dental, and life insurance

401(k) plan

Vacation and holiday pay

Disability coverage

Job summary

Seacrest Services, Inc. seeks a Part-Time Administrative Assistant to support daily community operations in West Palm Beach.

The role is in-person, Monday–Friday, about 20 hours weekly, and involves front-desk service, recordkeeping, and coordination of applications and communications with residents, owners, and vendors. You will assist with COAs, data entry, and preparing notices using Microsoft Office and Vantaca, ensuring confidential information is protected.

Qualifications

• Strong customer-service and relationship-building skills, with a friendly, patient, and professional approach.
• Clear verbal and written communication, attentive listening, and strong proofreading skills.
• Strong organizational skills and attention to detail; ability to prioritize multiple tasks, meet deadlines, anticipate needs, and follow through independently.
• Sound judgment, practical problem-solving skills, and discretion when handling sensitive or confidential information.
• Proficiency with Microsoft Office, data-management systems, and bulk email tools, along with familiarity with Vantaca.
• Initiative, flexibility, and willingness to learn and adapt to changing administrative needs.
• Bilingual English/Spanish preferred.

Responsibilities

• Welcome residents and visitors; answer, screen, and direct phone calls, emails, and routine inquiries.
• Assist residents with bar codes, gate access, and tenant renewals.
• Coordinate applications and purchase-related paperwork, verify required documents, maintain complete files, and submit completed applications to the board for approval.
• Conduct orientations and issue Certificates of Approval (COAs) after board approval.
• Coordinate communications between tenants and owners about maintenance concerns, provide vendors with accurate service-request information, email approvals, and follow up on completed work.
• Prepare correspondence, community notices, spreadsheets, and other documents using Microsoft Office and office systems.
• Maintain accurate electronic and paper resident records, update owner information in Vantaca for general and billing communications, and protect confidential information.
• Sort incoming mail, attach supporting documents for follow-up, maintain office organization, and monitor and order supplies.
• Support the Property Manager with routine community functions, data entry, and other administrative duties as assigned.

Skills

Customer service

Organization

Communication

Bilingual English/Spanish

Tools

Microsoft Office

Vantaca

Job description

Seacrest Services provides community association management and support services throughout Florida and is seeking a Part-Time Administrative Assistant. Working closely with the Property Manager, you will help keep daily community operations organized and responsive while providing friendly, professional service to residents, owners, vendors, and visitors. This in-person role combines front-desk customer service, recordkeeping, and coordination of community applications and communications. The schedule is Monday through Friday, approximately 20 hours per week.

Responsibilities

• Welcome residents and visitors; answer, screen, and direct phone calls, emails, and routine inquiries.
• Assist residents with bar codes, gate access, and tenant renewals.
• Coordinate applications and purchase-related paperwork, verify required documents, maintain complete files, and submit completed applications to the board for approval.
• Conduct orientations and issue Certificates of Approval (COAs) after board approval.
• Coordinate communications between tenants and owners about maintenance concerns, provide vendors with accurate service-request information, email approvals, and follow up on completed work.
• Prepare correspondence, community notices, spreadsheets, and other documents using Microsoft Office and office systems.
• Maintain accurate electronic and paper resident records, update owner information in Vantaca for general and billing communications, and protect confidential information.
• Sort incoming mail, attach supporting documents for follow-up, maintain office organization, and monitor and order supplies.
• Support the Property Manager with routine community functions, data entry, and other administrative duties as assigned.

Qualifications

• Strong customer-service and relationship‑building skills, with a friendly, patient, and professional approach.
• Clear verbal and written communication, attentive listening, and strong proofreading skills.
• Strong organizational skills and attention to detail; ability to prioritize multiple tasks, meet deadlines, anticipate needs, and follow through independently.
• Sound judgment, practical problem‑solving skills, and discretion when handling sensitive or confidential information.
• Proficiency with Microsoft Office, data‑management systems, and bulk email tools, along with familiarity with Vantaca.
• Initiative, flexibility, and willingness to learn and adapt to changing administrative needs.
• Bilingual English/Spanish preferred.

Benefits

• Health, dental, and life insurance
• Short-term and long-term disability coverage
• 401(k) plan
• Vacation and holiday pay

Seacrest Services is an equal opportunity employer and a drug‑free workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law.