CMA Administrative Assistant

Associa; Destin (FL); On-site; USD 43,000 - 49,000; Full time

Benefits offered by this job

401(k)

Health insurance

Life insurance

Vision insurance

Paid time off

Job summary

Associa in Destin, FL, is seeking an administrative professional to provide full administrative and general support to Association Managers and senior management. The role requires meticulous organization, strong communication, and a service-first mindset.

You will handle files, clerical tasks, client greetings, inquiries, and account research, while coordinating print jobs and managing access credentials. A Bachelor’s degree is preferred, with experience using MS Office and Vantaca being a plus.

Qualifications

• Proficiency in Microsoft Office applications and Outlook.
• Experience using Vantaca or other Accounting Software (Preferred).
• Bachelor’s Degree preferred, but equivalent experience/coursework may be accepted.

Responsibilities

• Maintains electronic files and an efficient information retrieval system.
• Performs clerical duties including copying, faxing, scanning, and preparing large volumes of documents for mailing.
• Greets and assists walk-in clients
• Respond to owner inquiries
• Assists Association Managers to track and record charges to specific properties.
• Assists Association Managers with researching account information.
• Provides excellent customer service to clients and other employees.
• Coordinates courier for outside print jobs and any other work-related documents/packages.
• Maintains key fobs, access cards, keys and parking decals.
• Assists with any special projects as assigned.

Skills

Verbal communication

Customer service

Organizational skills

Attention to detail

Self-starter

Multitasking

Professional appearance

Team player

Office environment

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Outlook

Vantaca (preferred)

Job description

Position Purpose:Performs full administrative and general support duties to assist a team of Association Managers and other members of the senior management team.

Major Tasks, Responsibilities, and Key Accountabilities

• Maintains electronic files and an efficient information retrieval system.
• Performs clerical duties which include copying, faxing, scanning, and preparing large volumes of documents for mailing.
• Greets and assists walk-in clients
• Respond to owner inquiries
• Assists Association Managers to track and record charges to specific properties.
• Assists Association Managers with researching account information.
• Provides excellent customer service to clients and other employees.
• Coordinates courier for outside print jobs and any other work-related documents/packages.
• Maintains key fobs, access cards, keys and parking decals.
• Assists with any special projects as assigned.

Nature and Scope

• Must possess excellent verbal communication skills - will be communicating with all levels of personnel, so clear and concise communication is a must.
• Excellent customer service and organizational skills are required.
• Must be accurate, detail-oriented, and dependable.
• Must be a self-starter and be able to work independently without supervision.
• Must have strong multi-tasking skills and meet deadlines.
• Must have a positive and professional appearance, attitude, and demeanor.
• Must consistently contribute as a team player.
• Must operate in a professional office environment.

Job Type:Full-time

Dress Attire:Business Casual per CMA Dress Code

• 401(k)
• Health insurance
• Life insurance
• Vision insurance
• Paid time off

Schedule:

Monday to Friday, 8:30 a.m. to 5 p.m.; Occasional Weekends and holidays may be required.

Requirements

• This role routinely uses standard office equipment such as computers, phones, and copiers.
• Physical demands involve processing, lifting & moving incoming & outgoing boxes (25 to 30 pounds).
• Lengthy periods of sitting, standing, bending, and stooping are required.

Education Required

• Proficiency in using Microsoft Office applications and Outlook email.
• Experience using Vantaca or other Accounting Software (Preferred).
• Bachelor’s Degree preferred, but equivalent experience/coursework may be accepted.

Disclaimer

The above information in 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. This document does not constitute a contract of employment and should not be interpreted as a guarantee of employment.