CMA Administrative Assistant

cmacareers; Fort Walton Beach (FL); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401k with company match

Short & Long Term Disability

Hospital Indemnity

Total Rewards Program

Job summary

CMA Careers is seeking a detail-oriented Administrative Assistant to support the on-site Association Manager in a full-time capacity. Responsibilities include file management, clerical tasks, and handling resident amenities and packages. Strong communication, customer service, and organizational skills are essential.

The role requires proficiency in Microsoft Office and prior use of Vantaca or similar software. Weekend or after-hours work is not expected; standard hours apply.

Qualifications

• Proficient in Microsoft Office and Outlook.
• Experience with Vantaca or similar accounting software.
• Bachelor’s degree preferred; equivalent experience may be considered.
• Excellent verbal communication and customer service skills.
• Strong organizational abilities and attention to detail.

Responsibilities

• Maintain electronic and hard-copy files and an efficient information system.
• Perform clerical duties: copying, faxing, scanning, and mailing large volumes of documents.
• Assist Association Manager with tracking charges and researching account information.
• Process all Compliance, Architectural, and gate reports.
• Coordinate amenities for residents and manage packages and mail.
• Provide excellent customer service to clients and staff.
• Support RFID wristband system, key log, and parking decals.
• Handle special projects as assigned.

Skills

Verbal communication

Customer service

Organizational skills

Independent work

Education

Bachelor’s Degree preferred

Tools

Microsoft Office

Outlook

Vantaca

Job description

Position Purpose:

Performs full administrative and general support duties to assist the on-site Association Manager.

Major Tasks, Responsibilities, and Key Accountabilities

• Maintains electronic and hard-copy files and an efficient information retrieval system.
• Performs clerical duties which include copying, faxing, scanning, and preparing large volumes of documents for mailing.
• Assists Association Manager to track and record charges to assigned property.
• Assists Association Manager with researching account information.
• Processes all Compliance, Architectural, and gate reports for Association Manager.
• Assists Association Manager with scheduling amenities for residents.
• Provides excellent customer service to clients and other employees.
• Manage owner/guest packages and mail to include distribution.
• Coordinates outside print jobs and any other work-related documents/packages.
• Maintains RFID wristband system, key log, 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.
• Business Casual Dress Code

Supervisory Responsibility

• This position has no supervisory responsibilities.

Payrate: $18.00 - $20.00 per hour Depending on Experience

Benefits: Available to full time, regular (non TEMP) employees

• Medical, Dental, Vision, 401k with company match
• Short Term Disability, Long Term Disability, Hospital Indemnity, ADD
• Total Rewards Program, Employee Perks and Discounts
• 8 Paid Holidays annually, Vacation, Personal, and Sick accrued Time Off

Work Environment

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, and copiers.

Environmental Job Requirements

• Physical demands involve processing, lifting & moving incoming & outgoing boxes (25 to 30 pounds).
• Lengthy periods of sitting, standing, bending, and stooping are required.

Position Type and Expected Hours of Work

• This is a full-time position. Days and hours of work are generally Monday through Friday, 8:30 a.m. to 5 p.m.

Travel

• May require some travel to local post office, office supply store, print shop, etc.

Education Required

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

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.