HOA & Property Management Administrative Specialist

Condominium Associates, Inc.; Tampa (FL); On-site; USD 32,000 - 45,000; Full time

Job summary

Condominium Associates, Inc. is seeking an Administrative Assistant to provide essential administrative support to the Community Association Manager and Property Management team in Tampa.

You will handle resident communications, work orders, vendor docs, meeting prep, records management, and general office tasks while delivering professional service to Boards of Directors, homeowners, vendors, and staff. The role utilizes CINC Association Management software and Microsoft Office to keep records

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.

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.

Skills

Administrative Support

Customer Service

Document & Records Management

Board Meeting Coordination

Calendar & Scheduling Management

Microsoft Office Suite

CINC Association Management Software

Professionalism & Confidentiality

Tools

Microsoft Office Suite

CINC Association Management Software

Job description

Condominium Associates, Inc. is seeking an Administrative Assistant to provide essential administrative support to the Community Association Manager and Property Management team in Tampa.

You will handle resident communications, work orders, vendor docs, meeting prep, records management, and general office tasks while delivering professional service to Boards of Directors, homeowners, vendors, and staff. The role utilizes CINC Association Management software and Microsoft Office to keep records