Adminsitrative Assistant - Property

Condominium Associates

South Pasadena (FL)

On-site

USD 29,000 - 32,000

Part time

36 hours ago

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Job summary

Condominium Associates in South Pasadena, FL is seeking an Administrative Assistant to support the Community Association Manager and the Property Management team in daily condo and HOA operations.

You will handle resident communications, work orders, vendor documentation, meetings, records, and customer service while using CINC and Microsoft Office to keep accurate records and deliver exceptional service to Boards, homeowners, vendors, and staff.

Qualifications

High school diploma or equivalent required; Associate degree preferred.
Minimum of 2 years of administrative experience; property management/HOA preferred.
Experience with CINC Association Management software preferred.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Strong organizational and communication skills.
Ability to maintain confidentiality and work independently.

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 meetings assigned 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.
Other duties as assigned

Skills

Administrative Support

Customer Service

Organization & Time Management

Data Entry & Recordkeeping

Calendar & Scheduling Management

Written & Verbal Communication

Team Collaboration

Professionalism & Confidentiality

Problem Solving

Education

High school diploma or equivalent

Associate degree preferred

Tools

CINC Association Management Software

Job description

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.

Part Time South Pasadena, FL, US

Salary Range: $21.00 To $23.00 Hourly

Job Title: Administrative Assistant

Department: Property Management Location: TBD Reports to: Community Association Manager or Portfolio Manager Date Created: July 14, 2026

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 is responsible for assisting 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 meetings assigned 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.
Other duties as assigned

Qualifications

Minimum of 2 years of administrative experience; property management, HOA, condominium, or real estate experience preferred.
Experience with CINC Association Management software is 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

Administrative Support
Customer Service
Community Association Administration
Document & Records Management
Board Meeting Coordination
Resident Relations
Vendor Coordination
Work Order Management
Calendar & Scheduling Management
Written & Verbal Communication
Organization & Time Management
Data Entry & Recordkeeping
Problem Solving
Attention to Detail
Microsoft Office Suite
CINC Association Management Software
Team Collaboration
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 transportation preferred.

Job Title: Administrative Assistant

Department: Property Management Location: TBD Reports to: Community Association Manager or Portfolio Manager Date Created: July 14, 2026

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 is responsible for assisting 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.

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 meetings assigned 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.
Other duties as assigned

Qualifications

High school diploma or equivalent required; Associate degree preferred.
Minimum of 2 years of administrative experience; property management, HOA, condominium, or real estate experience preferred.
Experience with CINC Association Management software is 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