Community Association Admin Pro

Condominium Associates, Inc.; Florida; On-site; USD 36,000 - 48,000; Full time

Job summary

Condominium Associates, Inc. seeks an Administrative Assistant to support the CAM and Property Management team in Treasure Island, FL. You will handle resident communications, records, and board meeting prep, using CINC software and MS Office to ensure efficient operations.

You will coordinate inquiries, process requests, and maintain files while delivering professional service to homeowners, boards, and vendors, with confidentiality and teamwork at the core.

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.

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.

Skills

Administrative Support

Customer Service

Data Entry

Organization

Time Management

Attention to Detail

Communication

Confidentiality

Vendor Coordination

Tools

CINC Association Management Software

Microsoft Office Suite

Job description

Condominium Associates, Inc. seeks an Administrative Assistant to support the CAM and Property Management team in Treasure Island, FL. You will handle resident communications, records, and board meeting prep, using CINC software and MS Office to ensure efficient operations.

You will coordinate inquiries, process requests, and maintain files while delivering professional service to homeowners, boards, and vendors, with confidentiality and teamwork at the core.