Administrative Assistant

Description:

Administrative Assistant – Community Association Support

Location: Miami, FL
Company: Florida Property Management Strategies
Schedule: Full-Time | Monday – Friday, 8:30 AM – 6:00 PM
Reports To: Community Association Manager / CEO
Compensation: $17 – $22 per hour (based on experience and performance)

Overview

Florida Property Management Strategies is seeking a highly organized and proactive Administrative Assistant to support our Community Association Manager with day-to-day operations. This individual will assist in project coordination, vendor communication, and resident support while maintaining a professional and customer-focused approach. The ideal candidate thrives in a fast-paced environment and enjoys contributing to the success of community associations through attention to detail and excellent administrative support.

Key Responsibilities

Project Coordination

• Assist with planning and tracking community projects and initiatives.
• Request competitive bids and follow up on pending projects.
• Support architectural modification requests and maintain accurate documentation.
• Send completed modification requests to Board Members for review and approval.

Digital Administration

• Upload and manage association documents on the company’s website.
• Ensure timely updates of meeting minutes, notices, approved bids, contracts, utility bills, and governing documents.

Vendor & Financial Support

• Process vendor invoices through the CINC system and ensure timely payments.
• Coordinate with the Community Association Manager to approve and release payments.
• Maintain organized records of contracts, W-9s, and insurance certificates.

Communication & Correspondence

• Respond to resident, vendor, and board member inquiries via phone and email.
• Draft and distribute official communications, notices, and community updates.

Event & Meeting Logistics

• Coordinate mail-outs for elections, budgets, and required meetings.
• Maintain calendars for the Manager and CEO with all key meeting dates.
• Prepare meeting agendas, packets, and save approved minutes on the company server.

General Office Support

• Maintain organized digital and physical filing systems.
• Provide administrative assistance for board meetings and community events.
• Perform additional duties as assigned.

Requirements:

Job Requirements

• Minimum 2 years of administrative or office support experience, preferably within property management or HOA environments.
• Proficiency in Microsoft Office Suite and web-based management platforms (experience with CINC is a plus).
• Strong written and verbal communication skills with exceptional attention to detail.
• Ability to manage multiple tasks and deadlines in a fast-paced setting.
• Familiarity with vendor management and basic accounting processes.
• Professional, customer-focused, and service-oriented demeanor.
• Ability to work independently and collaboratively as part of a team.
• Must maintain discretion and confidentiality at all times.
• High school diploma or equivalent required; college coursework or certification in business administration or property management preferred.