Onsite Administrative Assistant for HOA & Community

Paylocity; Town of Florida (NY); On-site; USD 32,000 - 42,000; Full time

Job summary

Leland Management is seeking an Onsite Administrative Assistant for Fish Hawk Trails in Lithia, Florida. This full-time role provides day-to-day administrative support to the Community Association Manager, serving homeowners, Board members, vendors and staff.

Ideal candidates are highly organized, detail-oriented and professional, able to manage multiple priorities in a busy HOA environment. Proficiency with Microsoft Office (Outlook, Word, Excel) and experience with HOA software is preferred.

Qualifications

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Professional and courteous customer-service skills.
• Ability to work independently while taking direction from the CAM and management team.
• Ability to prioritize multiple assignments and maintain consistent follow-through.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to learn and regularly utilize Leland Management software and systems, including Caliber.
• Previous administrative, property management, HOA, condominium, real estate, or customer-service experience is preferred.
• Ability to maintain confidentiality and exercise appropriate discretion when handling homeowner and Association information.
• Ability to work effectively with homeowners, Board members, vendors, management, and Leland's accounting and administrative support teams.

Responsibilities

• Provide daily administrative support to the assigned CAM.
• Maintain organized association records and files.
• Assist with correspondence, notices, forms, reports, meeting materials, and community communications.
• Monitor incoming emails, telephone calls, and homeowner inquiries and route matters to the appropriate person when necessary.
• Maintain calendars, schedules, deadlines, and follow-up items for the community.
• Assist with scanning, filing, copying, mailing, and general office functions.
• Maintain homeowner and property information within the Association's management software.
• Provide professional and courteous customer service to homeowners, residents, Board members, vendors, and guests.
• Assist homeowners with general questions regarding Association procedures, forms, website access, account information, architectural applications, and other routine matters.
• Direct questions requiring management decisions, Board action, legal interpretation, or licensed CAM responsibilities to the CAM.
• Assist the CAM with preparation and distribution of Board and community communications.
• Help maintain positive and professional communication between management and the community.
• Assist with administrative aspects of covenant enforcement, including preparing correspondence, updating records, maintaining photographs and documentation, and tracking follow-up dates.
• Assist with organizing inspection information and maintaining accurate violation records.
• Help track homeowner responses and completed corrective actions.
• Refer questions or disputes regarding covenant interpretation or enforcement decisions to the CAM.
• Receive and organize Architectural Review Committee (ARC) applications and supporting documentation.
• Review submissions for administrative completeness and request missing information as directed.
• Track applications, decisions, deadlines, and homeowner correspondence.
• Maintain complete ARC records and communicate approved decisions as directed by the CAM and/or Committee.
• Receive homeowner reports regarding common-area maintenance concerns and communicate them to the CAM.
• Assist with obtaining proposals, certificates of insurance, vendor documentation, and other required information.
• Help coordinate vendor access and scheduling as directed by the CAM.
• Maintain vendor files and assist with tracking open work orders and projects.
• Follow up with vendors regarding scheduling, documentation, and completion status as requested.
• Assist the CAM with preparation of Board meeting packets, agendas, notices, sign-in sheets, supporting documents, and other meeting materials.
• Assist with meeting setup and administrative coordination when requested.
• Help prepare and distribute homeowner communications, community updates, notices, and other information.
• Assist with maintaining information available through the community website/resident portal.
• Assist with administrative processing of invoices and supporting documentation.
• Route invoices and financial documentation according to Leland Management procedures.
• Assist homeowners with general payment-method information and direct account-specific financial questions to the appropriate accounting department or CAM.
• Maintain confidentiality of Association and homeowner financial information.

Skills

Organizational skills

Time management

Communication skills

Customer service

Independence

Multitasking

Attention to detail

Microsoft Office

Caliber software

HOA experience

Confidentiality

Tools

Caliber

Leland Management software

Job description

Leland Management is seeking an Onsite Administrative Assistant for Fish Hawk Trails in Lithia, Florida. This full-time role provides day-to-day administrative support to the Community Association Manager, serving homeowners, Board members, vendors and staff.

Ideal candidates are highly organized, detail-oriented and professional, able to manage multiple priorities in a busy HOA environment. Proficiency with Microsoft Office (Outlook, Word, Excel) and experience with HOA software is preferred.