Part-Time HOA Administrative Specialist

Condominium Associates; South Pasadena (FL); On-site; USD 29,000 - 32,000; Part time

Job summary

Condominium Associates in South Pasadena, FL is seeking an Administrative Assistant to support the Community Association Manager and the Property Management team in daily condo and HOA operations.

You will handle resident communications, work orders, vendor documentation, meetings, records, and customer service while using CINC and Microsoft Office to keep accurate records and deliver exceptional service to Boards, homeowners, vendors, and staff.

Qualifications

• High school diploma or equivalent required; Associate degree preferred.
• Minimum of 2 years of administrative experience; property management/HOA preferred.
• Experience with CINC Association Management software preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and communication skills.
• Ability to maintain confidentiality and work independently.

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 meetings assigned 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.
• Other duties as assigned

Skills

Administrative Support

Customer Service

Organization & Time Management

Data Entry & Recordkeeping

Calendar & Scheduling Management

Written & Verbal Communication

Team Collaboration

Professionalism & Confidentiality

Problem Solving

Education

High school diploma or equivalent

Associate degree preferred

Tools

CINC Association Management Software

Job description

Condominium Associates in South Pasadena, FL is seeking an Administrative Assistant to support the Community Association Manager and the Property Management team in daily condo and HOA operations.

You will handle resident communications, work orders, vendor documentation, meetings, records, and customer service while using CINC and Microsoft Office to keep accurate records and deliver exceptional service to Boards, homeowners, vendors, and staff.