Community Association Administrative Coordinator

Automatic Data Processing, Inc.; Tampa (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

Automatic Data Processing, Inc. in Tampa, FL seeks an Administrative Assistant to support the CAM and Property Management team in daily operations for condo and HOA communities.

You’ll handle resident communications, work orders, records, and meeting logistics while delivering professional service to Boards, homeowners, vendors, and staff. Proficiency in MS Office and CINC AM software is valued. This full-time role requires strong organization in a fast-paced environment.

Qualifications

• Minimum of two (2) years of administrative experience; property management or HOA experience preferred.
• Experience with CINC Association Management software preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent organizational and time-management skills with multi-tasking ability.
• Strong written, verbal, and interpersonal communication skills.
• Ability to prepare professional correspondence and maintain accurate records.
• Strong customer service skills with homeowners, Boards, vendors, and staff.
• 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 CAM and Property Management team.
• Answer calls, emails, and resident inquiries professionally and promptly.
• Prepare and distribute homeowner communications, notices, newsletters, and announcements.
• Maintain electronic and physical association files, contracts, and records.
• Process homeowner requests and architectural review submissions; estoppel requests.
• Enter and maintain homeowner, vendor, and community records in CINC.
• Create, monitor, and close work orders; coordinate with homeowners and vendors.
• Schedule Board meetings, vendor meetings, inspections, and events.
• Prepare meeting agendas, reports, packets, and supporting documents.
• Attend meetings and assist with minutes and follow-up tasks.
• Coordinate vendor certificates, contracts, and bid packages.
• Monitor supplies and coordinate purchasing of admin materials.
• Assist with invoice processing, coding, and routing for approval.
• Support budget preparation with vendor contracts and historical data.

Skills

Administrative Support

Customer Service

Communication

Time Management

Organizational Skills

Microsoft Office

Office Administration

Tools

CINC Association Management Software

Microsoft Office Suite

Job description

Automatic Data Processing, Inc. in Tampa, FL seeks an Administrative Assistant to support the CAM and Property Management team in daily operations for condo and HOA communities.

You’ll handle resident communications, work orders, records, and meeting logistics while delivering professional service to Boards, homeowners, vendors, and staff. Proficiency in MS Office and CINC AM software is valued. This full-time role requires strong organization in a fast-paced environment.