Administrative Assistant

Top Job

Located in Estero, FL

Salary: $20 - $25

Job Title: Administrative Assistant

Hours: Monday – Friday, 8:30 AM – 5:00 PM

 

Position Overview: Express Employment Professionals is currently recruiting for an Administrative Assistant for a property management firm. The ideal candidate will provide comprehensive administrative support to the management team and delivers high-level customer service to residents, tenants, vendors, and community partners. This role is essential to day-to-day operations, requiring efficient handling of Board and committee governance materials, technical meeting setup, database management, resident onboarding, and general office administration.

 

Key Responsibilities

Administrative & Operational Support

• Provide direct support to the General Manager, Assistant Community Association Manager, Community Association Manager, and Gatehouse Operations Manager.
• Maintain the master association schedule, calendar, and conference room reservations.
• Greet visitors, manage incoming calls and emails, process mail, and maintain office supply inventory.
• Draft, proofread, and edit correspondence, memorandums, reports, and community-wide communications.
• Maintain organized filing systems to ensure efficient retrieval of active and inactive records.
• Process invoices for conference room rentals when applicable.
• Execute special administrative projects, bulk mailings, and operational tasks as assigned.

Governance, Committee & Meeting Tech Coordination

• Prepare and distribute official Board meeting notices to Neighborhood Representatives (NRs) 14 days in advance, tracking distribution records.
• Send Board meeting agendas to NRs on the Friday prior to scheduled meetings.
• Compile and distribute digital and physical Board books on the Friday preceding meetings.
• Coordinate committee logistics: schedule meetings, set up Zoom links, publish meeting notices, prepare data sheets, collect minutes, and maintain annual committee rosters.
• Meeting Room & AV Setup: Configure audio/visual equipment for hybrid and in-person meetings, including connecting laptops, configuring Meeting Owls, running Zoom presentations, and troubleshooting basic connection issues.
• Physical Setup: Lift, move, and arrange tables, chairs, and materials to configure meeting rooms prior to events and reset rooms afterward.

Resident Onboarding, Resales & Lease Processing

• Process resale documentation by generating timely estoppel certificates and tracking payments in the replacement fund log.
• Process lease applications, verifying signed lease agreements, HOA approvals, and fee payments.
• Maintain accurate resident and tenant database records across access control systems and the website.
• Conduct new resident and tenant orientation sessions and assemble welcome packets.
• Notify Neighborhood Representatives and local HOA management companies of property sales, lease starts, and lease terminations.
• Work closely with the Gatehouse Operations team to ensure continuous, accurate updates to access lists and tenant logs.

 

Qualifications & Physical Requirements

• Experience: Minimum of 2 years of administrative experience; prior community association management (HOA/Condo) experience preferred.
• Technical Proficiency: Hands-on experience connecting and troubleshooting meeting hardware/software (laptops, Meeting Owl devices, Zoom/Teams setups, and display monitors). Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with community management/access control databases.
• Physical Requirements: Ability to regularly lift, push, pull, and move chairs, tables, and equipment weighing up to 30–40 lbs. for meeting room setup and breakdown.
• Communication & Skills: Exceptional written, verbal, and proofreading skills. Strong customer service orientation, high attention to detail, and proactive multitasking abilities.

 

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