Administrative Assistant Property

Automatic Data Processing, Inc.; Tampa (FL); Presencial; USD 38.000 - 52.000; Jornada completa

Descripción de la vacante

Automatic Data Processing, Inc. in Tampa, FL seeks an Administrative Assistant to support the CAM and Property Management team in daily operations for condo and HOA communities.

You’ll handle resident communications, work orders, records, and meeting logistics while delivering professional service to Boards, homeowners, vendors, and staff. Proficiency in MS Office and CINC AM software is valued. This full-time role requires strong organization in a fast-paced environment.

Formación

• Minimum of two (2) years of administrative experience; property management or HOA experience preferred.
• Experience with CINC Association Management software preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent organizational and time-management skills with multi-tasking ability.
• Strong written, verbal, and interpersonal communication skills.
• Ability to prepare professional correspondence and maintain accurate records.
• Strong customer service skills with homeowners, Boards, vendors, and staff.
• Maintain confidentiality and exercise sound professional judgment.
• Ability to work independently and as part of a team in a fast-paced environment.

Responsabilidades

• Provide administrative support to CAM and Property Management team.
• Answer calls, emails, and resident inquiries professionally and promptly.
• Prepare and distribute homeowner communications, notices, newsletters, and announcements.
• Maintain electronic and physical association files, contracts, and records.
• Process homeowner requests and architectural review submissions; estoppel requests.
• Enter and maintain homeowner, vendor, and community records in CINC.
• Create, monitor, and close work orders; coordinate with homeowners and vendors.
• Schedule Board meetings, vendor meetings, inspections, and events.
• Prepare meeting agendas, reports, packets, and supporting documents.
• Attend meetings and assist with minutes and follow-up tasks.
• Coordinate vendor certificates, contracts, and bid packages.
• Monitor supplies and coordinate purchasing of admin materials.
• Assist with invoice processing, coding, and routing for approval.
• Support budget preparation with vendor contracts and historical data.

Conocimientos

Administrative Support

Customer Service

Communication

Time Management

Organizational Skills

Microsoft Office

Office Administration

Herramientas

CINC Association Management Software

Microsoft Office Suite

Descripción del empleo

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Tampa Palms North, Tampa, FL, US

4 days ago Requisition ID: 1309

JOB DESCRIPTION

Administrative Assistant

Department

Property Management

Reports To

Community Association Manager or Portfolio Manager

FLSA Status

To be confirmed by HR

Salary Range

TBD

Document Date

September 29, 2026

Job Title

Administrative Assistant

Position Overview

The Administrative Assistant provides administrative and operational support to the Community Association Manager (CAM) and Property Management team in the daily management of condominium and homeowners' associations. This position assists with resident communications, work order coordination, vendor documentation, meeting preparation, records management, architectural review processing, customer service, and general office administration while ensuring timely and professional support to Boards of Directors, homeowners, vendors, and internal departments.

The Administrative Assistant utilizes CINC Association Management software and Microsoft Office applications to maintain accurate records, coordinate communications, support community operations, and assist in delivering exceptional customer service.

Core Responsibilities

• Provide administrative support to the Community Association Manager and Property Management team.
• Answer and direct incoming telephone calls, emails, and resident inquiries in a professional and timely manner.
• Prepare, draft, and distribute homeowner correspondence, notices, newsletters, meeting announcements, and community communications.
• Maintain electronic and physical association files, records, contracts, governing documents, and correspondence.
• Process homeowner requests, applications, architectural review submissions, estoppel requests, and other association documentation.
• Enter, update, and maintain homeowner, vendor, and community records within CINC Association Management software.
• Create, monitor, and close work orders while coordinating with homeowners, vendors, and management staff.
• Schedule appointments, vendor meetings, inspections, Board meetings, and community events.
• Prepare Board meeting agendas, management reports, Board packets, and supporting documentation.
• Attend assigned meetings and assist with preparation of meeting minutes and follow-up action items.
• Coordinate vendor insurance certificates, contracts, proposals, and required documentation.
• Assist with obtaining vendor proposals and organizing bid packages for Board review.
• Monitor office supplies and coordinate purchasing of administrative materials.
• Assist with invoice processing, coding, and routing documentation for approval.
• Support budget preparation by gathering vendor contracts, historical records, and requested financial information.
• Maintain confidentiality of homeowner, Board, vendor, and company information.
• Provide exceptional customer service to homeowners, Board Members, vendors, and business partners.
• Maintain compliance with company policies, governing documents, and applicable Florida Statutes.
• Perform additional administrative and operational duties as assigned.

Qualifications

• Minimum of two (2) years of administrative experience; property management, HOA, condominium, or real estate experience preferred.
• Experience with CINC Association Management software preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Excellent organizational and time-management skills with the ability to manage multiple priorities.
• Strong written, verbal, and interpersonal communication skills.
• Ability to prepare professional correspondence and maintain accurate records.
• Strong customer service skills with the ability to interact professionally with homeowners, Boards of Directors, vendors, and staff.
• Ability to maintain confidentiality and exercise sound professional judgment.
• Ability to work independently and as part of a team in a fast-paced environment.

Key Skills

• Administrative Support
• Customer Service
• Community Association Administration
• Document & Records Management
• Board Meeting Coordination
• Resident Relations
• Work Order Management
• Calendar & Scheduling Management
• Organization & Time Management
• Data Entry & Recordkeeping
• Problem Solving
• Attention to Detail
• Microsoft Office Suite
• CINC Association Management Software
• Professionalism & Confidentiality

Work Requirements

• Ability to sit, stand, and work on a computer for extended periods.
• Ability to communicate effectively by phone, email, and in person.
• Ability to occasionally lift office materials up to 15 lbs.
• Ability to attend occasional evening Board meetings if required.
• Ability to travel to managed communities as needed.

Valid driver's license and reliable transportati