Property Management Admin Specialist

Seacrest Southwest; Naples (FL); On-site; USD 36,000 - 60,000; Full time

Job summary

Seacrest Southwest in Naples, FL is seeking an Administrative Assistant to support property management operations, residents and staff. You will handle correspondence, prepare reports, coordinate notices, and maintain records and calendars.

The role requires strong communication, organization, and confidentiality, with prior accounts payable experience and knowledge of property management preferred. Candidates must be able to multitask in a fast-paced office.

Qualifications

• Three (3) years of verifiable experience in accounts payable or related financial role.
• High School Diploma or Equivalent Preferred.
• Experience in property management or similar industry is a plus.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Attention to detail and problem-solving abilities.
• Ability to multitask and prioritize work effectively.

Responsibilities

• Handle daily correspondence including inter-office communication and external contacts (e.g., title companies, mortgage companies, owners, renters).
• Write and distribute emails, memos, letters, faxes, and forms.
• Prepare and process all outgoing mail daily, including copying, stuffing e
• Set up and regulate staff voicemails; monitor manager voicemails as needed.
• Assist in preparing regularly scheduled correspondence and reports.
• Create and distribute community-wide notices including meeting announcements, Board of Directors agendas, and newsletters.
• Process community violations (batch and individual).
• Handle state filing fees and documentation.
• Record and maintain minutes for annual and budget meetings.
• Process sales and rental applications.
• Assist with special assessments.
• Monitor, maintain, and replenish office supplies.
• Maintain databases for association members and lease records.
• Process sign-ups and payments for the activities department.
• Prepare deposit paperwork for office and activities accounts.
• Copy, mail, and maintain chronological files for each manager.
• Type budgets and update association directories and Board of Directors contact books.
• Perform miscellaneous typing and proofreading for office staff and managers.
• Liaise with staff and management to meet deadlines for notices, filings, minutes, and other documents.
• Assist other departments with overflow tasks to meet deadlines.

Skills

Communication skills

Time management

Detail oriented

Multitasking

Confidentiality

Education

High School Diploma or equivalent

Property management coursework (optional)

Tools

Microsoft Office

Outlook

Document editing (PDF)

Job description

Seacrest Southwest in Naples, FL is seeking an Administrative Assistant to support property management operations, residents and staff. You will handle correspondence, prepare reports, coordinate notices, and maintain records and calendars.

The role requires strong communication, organization, and confidentiality, with prior accounts payable experience and knowledge of property management preferred. Candidates must be able to multitask in a fast-paced office.