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Administrative Assistant
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Boss Realty Management
Hialeah, FL (In Person)
$39,520 Salary, Full-Time
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Job Description
Administrative Assistant - Property Management Company Position Summary The Administrative Assistant provides administrative and customer service support to Property Managers, Board Members, homeowners, tenants, and vendors. This position helps ensure the smooth daily operation of managed communities by handling communications, records, meetings, work orders, vendor coordination, and general office tasks. Key Duties & Responsibilities Administrative Support Answer phones, emails, and resident inquiries. Prepare and distribute correspondence, notices, and community communications. Maintain electronic and physical files for associations and properties. Schedule meetings, inspections, and appointments. Assist with preparing board meeting packets and agendas. Draft meeting minutes and maintain association records. Resident & Owner Relations Respond to homeowner and resident requests. Process architectural review applications and resident forms. Assist with move-in/move-out requests and approvals. Track and follow up on owner complaints and service requests. Maintain owner contact information and databases. Vendor & Maintenance Coordination Create and track work orders. Schedule vendors for repairs, maintenance, and inspections. Obtain proposals and quotes from contractors. Follow up on open maintenance issues. Verify completion of vendor work and maintain records. Board Meeting Support Prepare meeting notices in accordance with governing documents and Florida statutes. Assemble board packets and supporting documentation. Attend meetings when requested. Record and distribute meeting minutes. Track board action items and project updates. Compliance & Record Keeping Maintain association records in compliance with Florida law. Monitor insurance certificates and contract expiration dates. Assist with violation tracking and compliance notices. Ensure documents are organized and readily accessible. Qualifications High school diploma or equivalent. Administrative or office experience preferred. Property management, HOA, condominium, or CAM office experience preferred. Proficient in Microsoft Office (Word, Excel, Outlook). Strong organizational and customer service skills. Ability to handle confidential information professionally. Excellent verbal and written communication skills. Spanish proficiency is a