An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Community Specialist ProActive Property Management - 5.0 Palm Harbor, FL Job Details Full-time From $21 an hour 2 hours ago Benefits Health insurance Dental insurance 401(k) Flexible spending account Paid time off Vision insurance 401(k) matching Professional development assistance Life insurance Qualifications Accounting systems Microsoft Excel Microsoft Outlook Administrative experience High school diploma or GED Continuous improvement GAAP Microsoft Teams Operational excellence initiatives Accrual accounting Technical Proficiency Full Job Description
POSITION SUMMARY
As the Community Specialist, you bring robust problem-solving skills, advanced organizational capabilities, and exceptional communication skills to support our property management team in a fast-paced, digital-first environment. This role involves multifaceted coordination of meetings, monitoring phone and email systems, maintaining a virtually paperless filing and record-keeping system, and utilizing Microsoft Suite extensively to streamline workflows. Working closely with association Board Members and providing essential administrative support to Property Managers, you will be a key contributor to process improvement, identifying innovative solutions, and managing multiple high-priority tasks efficiently. Your adaptability and attention to detail play an essential role in the success of our organization.
DUTIES AND RESPONSIBILITIES
Administrative and Operational Support Task Coordination:
Provide support to Property Managers and Accounting by assisting with task prioritization, ensuring timely processing of community-related tasks, and contributing to continuous improvement of administrative workflows.
Reception Coverage:
Lead receptionist coverage when needed, maintaining seamless communication and visitor support.
Phone and Visitor Management:
Answer, forward, and screen phone calls; coordinate meetings; and provide assistance to on-site and remote visitors in a professional manner.
Digital Records and Document Management Paperless Operations:
Manage all document-related processes in a virtually paperless environment, including scanning, copying, filing, and organizing electronic records.
Database Maintenance:
Maintain, update, and optimize the digital community owner and tenant database within the property management software.
Electronic Filing Systems:
Organize and manage electronic filing systems, ensuring consistency, accessibility, and compliance with internal standards.
Form and Packet Management:
Maintain current association forms and welcome packets, ensuring accuracy and availability.
Resident and Board Communication Client Interaction:
Respond to owner, vendor, and Board Member inquiries promptly and professionally, using a solutions-oriented approach to resolve issues or direct them accordingly.
Email Oversight:
Monitor and respond to the inbox, escalating messages to the appropriate team members or departments when necessary.
Owner Portal Maintenance:
Oversee and update owner portals, ensuring the data remains accurate, current, and easily accessible for residents and Boards.
Community Administration Application Processing:
Oversee the processing of sales, leases, architectural review (ARC), and grounds applications, along with other community-specific administrative tasks.
Access Control Management:
Process and distribute access items such as parking passes, gate remotes, and pool keys; update security and access protocols as needed.
Annual Meeting Support:
Assist with annual meetings by mailing meeting notices and processing Board of Directors candidate applications in accordance with governing timelines.
Multi-Client Support Portfolio Coverage:
Complete all assigned administrative and client service responsibilities across the company's client portfolio, as needed, to ensure consistent service delivery. Additional Responsibilities Other Duties as
Assigned:
Perform additional responsibilities and tasks as assigned by leadership to support departmental and company-wide objectives. Flexibility and adaptability in responding to evolving priorities are expected.
REQUIRED SKILLS AND ABILITIES
GAAP and Accrual Accounting Knowledge:
Strong understanding of Generally Accepted Accounting Principles and accrual-based accounting practices.
Technical Proficiency:
Extensive experience with Microsoft Office Suite—including Outlook, Word, PowerPoint, Excel, and Teams—with a strong aptitude for learning and utilizing digital management and accounting software.
Communication Excellence:
Exceptional written and verbal communication skills, with a professional and clear approach tailored to all levels of the organization.
Organization and Prioritization:
Outstanding attention to detail, with the ability to organize, pivot, and manage multiple projects and competing deadlines in a dynamic environment.
Solution-Oriented and Process Improvement Focus:
Proactive problem-solver committed to innovation, efficiency, and continuous improvement across accounting and operational processes.
Adaptability and Collaboration:
Highly adaptable to change with a flexible, team-focused mindset—ideally suited for a virtually paperless, tech-forward workplace.
Professionalism and Initiative:
Maintains a polished, professional demeanor and takes initiative to learn, grow, and support team success. Commitment to
Growth:
Demonstrates a strong dedication to learning, development, and contributing to ongoing organizational progress.
EDUCATION AND EXPERIENCE
High school diploma or equivalent Significant experience in administrative support roles, ideally in a property management or customer service environment, with experience in digital transformation initiatives preferred. CINC Systems experience preferred.
PHYSICAL DEMANDS
Prolonged periods sitting at a desk and working on a computer. Ability to lift up to 15 pounds periodically. Must be able to navigate various departments of the organization's premises
WORK ENVIRONMENT
This is primarily an in-office role within a digitally streamlined, paperless environment designed to optimize operational efficiency.
COMPANY INFORMATION
ProActive Property Management was established in 2014 to return personal service and professionalism to an industry where many community associations and landlords have become just a number. ProActive Property Management is a full-service community association and residential rental management firm that provides board members and landlords ProActive hands on management. We specialize in assisting board members and landlords through the challenging and everchanging world of property management. Property management is our business and our objective is to protect property values, help provide control over maintenance costs, and ensure the future viability of necessary capital expenditure plans. We believe in building strong relationships and strong communities through hard work, dedication and holding ourselves to the highest ethical standards. We believe a company is only as good as its people, so we work hard to cultivate a strong family like culture by providing our staff with the support, training and tools necessary to be successful. Our mission is to empower communities and landlords to accomplish more with authentic and professional management services. Culture Index Applicant Survey Please complete the Culture Index Applicant Survey upon applying for this position.
https:
//go.cultureindex.com/p/4Cw3kj
KkEvH Equal Employment Opportunity Statement:
ProActive Property Management is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to providing a workplace that is inclusive and free from discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected characteristic.
Pay:
From $21.00 per hour
Benefits:
401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Professional development assistance Vision insurance Application Question(s): Did you complete the Culture Index?
