Overview Monterrey Condominium Association, Inc. is seeking a highly organized, service-oriented Office Administrator to support the daily operation of an upscale high-rise condominium within the Cape Marco community. The position works closely with the Community Association Manager, Board of Directors, owner-residents, staff, vendors, and professional service providers. This position is intended for a professional who wants to build a long-term career in condominium and community association management. The successful candidate will begin with responsibility for office administration and operational coordination while progressively gaining exposure to association governance, vendor oversight, projects, financial processes, compliance, and board support. The position offers the opportunity to receive CAM licensing assistance and advance into an Assistant Manager and, ultimately, Property Manager role based on performance and readiness.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as a professional and welcoming point of contact for owner-residents, board members, guests, vendors, and prospective service providers.
• Respond to telephone calls, emails, correspondence, and in-person inquiries promptly, courteously, and accurately; elevate sensitive or managerial matters appropriately.
• Assist the Manager with daily office operations, calendars, appointments, correspondence, notices, reports, forms, and follow-up items.
• Maintain accurate owner, resident, vendor, insurance, contract, maintenance, and Association records in electronic and paper systems.
• Track recurring deadlines, renewals, inspections, certificates, permits, contracts, owner submissions, and other compliance-related items.
• Coordinate work orders, vendor access, service appointments, deliveries, and owner communications; document status and follow through to completion.
• Prepare and distribute meeting notices, agendas, board packages, supporting materials, and correspondence as directed; assist with meeting logistics and minutes or action-item tracking when assigned.
• Assist with purchase documentation, invoice processing, budget records, financial reports, deposits, and other accounting-related administrative tasks within assigned authority.
• Maintain office supplies, forms, directories, keys, access records, and shared administrative resources.
• Help document office procedures and maintain organized, current operational files to support continuity and consistent service.
• Protect confidential, financial, personnel, owner, resident, and Association information at all times.
• Support staff and special projects during high-volume periods and perform other duties reasonably assigned by the Manager or Assistant Manager.

CAREER DEVELOPMENT AND ADVANCEMENT

The Office Administrator may be given opportunities to develop the knowledge and experience required for greater responsibility in community association management. Development may include CAM coursework and licensing support, participation in inspections and projects, vendor coordination, financial and board meeting exposure, and expanded operational assignments. Advancement to Assistant Manager or Property Manager is not automatic or guaranteed. It will depend on sustained performance, demonstrated leadership and judgment, successful completion of applicable licensing requirements, the Association's operational needs, and approval by the Manager and Board of Directors.

QUALIFICATIONS

• Three to five years of related administrative, property-management, hospitality, real-estate, legal-office, banking, accounting, or professional customer-service experience and/or relevant education or training.
• Prior condominium or community association experience is preferred but not required for a candidate with strong transferable skills and a demonstrated interest in management.
• High school diploma or equivalent required; associate's or bachelor's degree in business, hospitality, accounting, public administration, communications, or a related field preferred.
• Florida Community Association Manager license is not required at hire. The employee must be willing and able to pursue CAM education and licensure if selected to continue on the management career track.
• Proficiency with Microsoft Outlook, Word, Excel, electronic filing systems, and standard office equipment; ability to learn association-management software.

REQUIRED COMPETENCIES

• Exceptional professionalism, discretion, diplomacy, and customer-service judgment in an owner-resident environment.
• Excellent written and verbal communication, including the ability to draft clear correspondence and explain processes courteously.
• Strong organization, accuracy, time management, follow-through, and ability to manage competing priorities and recurring deadlines.
• Ability to read, understand, and apply Association governing documents, policies, contracts, procedures, correspondence, and applicable instructions with appropriate supervision.
• Sound problem-solving skills and the judgment to distinguish routine administrative matters from issues requiring managerial attention.
• Ability to work independently, collaborate with staff, accept direction, and remain composed when handling confidential or sensitive matters.
• Demonstrated interest in learning association operations, budgeting, vendor management, regulatory compliance, and board governance.

PHYSICAL AND WORK REQUIREMENTS

This position primarily involves office-based work. The employee must be able to remain in a seated or standing position for extended periods; use a computer, telephone, and standard office equipment; communicate effectively in person and electronically; move throughout the office and condominium property; occasionally use stairs; and occasionally lift, carry, or move office materials weighing up to 25 pounds. Reasonable accommodations may be made to enable a qualified individual with a disability to perform the essential functions of the position.

ADDITIONAL EXPECTATIONS

• Maintain dependable attendance and flexibility when operational needs require schedule adjustments or occasional authorized overtime.
• Comply with Association policies, professional standards, safety practices, and all applicable confidentiality requirements.
• Successfully complete any job-related reference, background, or other screening permitted by law and required by the Association.

Pay:

$23.00 - $27.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) matching Dental insurance Health insurance Paid time off Professional development assistance Vision insurance

Work Location:

In person