Community Association Admin and Board Liaison

ACCESS | MANAGEMENT ∙ REALTY ∙ MAINTENANCE ∙ LIFESTYLE; Celebration (FL); On-site; USD 36,000 - 52,000; Full time

Job summary

ACCESS | MANAGEMENT ∙ REALTY ∙ MAINTENANCE ∙ LIFESTYLE is seeking an administrative assistant to support Community or Portfolio Managers in Florida. The role involves handling inquiries from homeowners and board members, drafting communications, maintaining calendars, and assisting with ARC processes and newsletters.

The position requires handling multiple tasks, coordinating with managers and committees, and ensuring timely responses and accurate records.

Responsibilities

• Receive incoming phone calls and emails and respond as directed.
• Draft and send professional correspondence to homeowners, board members, vendors.
• Fill in for receptionist as needed.
• Maintain the Portfolio Managers schedule and files.
• Assist in maintaining the Community’s hard files and uploading files to Vantaca.
• Keep spreadsheet of all ARC applications and status, provide correspondence to committee members and homeowners within 24 hours.
• Communicate with managers regarding status of ARC Applications with a minimum of weekly contact.
• Assist in posting and keeping Community website updated, including syncing with the website and adding agendas/minutes.
• Send out email blasts as requested by Manager and Board.
• Update HOA contact and Board/Committee information with up to date information.
• Assist in the preparation and organization of all materials needed for board meetings.
• Receive and respond to homeowner/Board inquiries in a professional, efficient and timely manner.
• Serve as the direct staff liaison for ARC Committee and Landscape Committee.
• Receive and track all ARC submittals, process ARC payments, attend meetings, draft agendas and minutes.
• Assist Community Manager with creating, printing and mailing of the newsletter (Quarterly).
• Assist in processing the recording of the return ballots for annual meeting/elections.
• Work with the Community’s Inspector on the violation process.
• Assist in developing operating budget for facilities maintenance and monitoring expenditures.
• Assist with organization of Annual, Budget, Board, Election and Special meetings within legal requirements.

Job description

ACCESS | MANAGEMENT ∙ REALTY ∙ MAINTENANCE ∙ LIFESTYLE is seeking an administrative assistant to support Community or Portfolio Managers in Florida. The role involves handling inquiries from homeowners and board members, drafting communications, maintaining calendars, and assisting with ARC processes and newsletters.

The position requires handling multiple tasks, coordinating with managers and committees, and ensuring timely responses and accurate records.