Administrative Assistant

Role Purpose

The Administrative Assistant is responsible for the efficient, professional operation of the Association’s administrative office and serves as the central coordination point for communication, documentation, and daily workflow. The Office Manager supports the Community Association Manager (CAM) by ensuring consistency, accuracy, and accountability in office operations while not exercising CAM authority or statutory decision-making responsibilities.

This role emphasizes organization, follow-through, policy enforcement, and customer service to support on-site departments and Association members.

Administrative & Office Operations

• Oversee daily      office functions, ensuring consistent coverage during posted business      hours.
• Manage incoming      calls, emails, walk-ins, and correspondence; ensure timely routing and      follow-up.
• Maintain      organized filing systems (physical and electronic) for Association      records, contracts, policies, incident reports, and correspondence.
• Prepare routine      correspondence, notices, and forms for CAM review and approval.
• Track action      items and deadlines to ensure timely completion and escalation when      needed.

Owner, Resident & Guest Interface

• Serve as the primary      front-office contact for owners, residents, and guests with routine      administrative questions.
• Log inquiries,      complaints, and requests; route them to the appropriate department and      track resolution to closure.
• Maintain      professional, impartial communication; avoid policy interpretations      outside authorized scope.
• Support      violation processing by preparing notices and tracking timelines per CAM      and Board directives.

Records, Documentation & Compliance Support

• Maintain      Association records in accordance with Florida Statute Chapter 718      requirements and Association policy.
• Organize      meeting minutes, agendas, contracts, vendor records, insurance      certificates, and compliance documentation.
• Assist with      owner records requests by assembling documentation within statutory      timeframes for CAM approval.
• Support audits,      inspections, and insurance reviews by providing organized, complete      documentation.

Operations & Departmental Coordination

• Act as a      liaison between office operations and on-site departments: 
  • Maintenance
  • Housekeeping/Grounds
  • Property       Patrol
• Monitor work      order activity, incident reports, and patrol logs to ensure items are      acknowledged and progressing.
• Follow up on      unresolved or overdue items and notify the CAM of operational bottlenecks.
• Reinforce      interdepartmental teamwork standards through communication and      documentation.

Workforce Administration & Policy Enforcement

• Support      enforcement of Association operational policies related to: 
  • Attendance and       punctuality
  • Timekeeping       and clock-in/clock-out accuracy
  • Notification       requirements for late arrivals or leaving the property during a shift
• Track employee      acknowledgments of policies, training completion, and required      certifications.
• Maintain      personnel files (non-disciplinary authority; documentation only).
• Assist with      onboarding coordination for new hires (forms, manuals, system access).

Important: The Office Manager does not issue discipline independently but ensures documentation is accurate and provided to CAM/Management.

Scheduling & Time Management Oversight (Administrative)

• Assist with      maintaining posted schedules for operational staff as provided by      supervisors.
• Track schedule      changes, call-offs, and late notifications; document per policy.
• Ensure      employees understand that transportation to and from work is their      responsibility and that attendance standards apply consistently.

Vendor & Contract Support

• Maintain vendor      files, including contracts, W-9s, insurance certificates, and contact      details.
• Assist with      scheduling vendor access, keys, badges, and office coordination.
• Track contract      renewals and expirations; notify CAM in advance of deadlines.
• Log vendor      performance issues and route to CAM for resolution.

Financial & Administrative Support

• Assist with      invoice intake, coding preparation, and submission for CAM/accounting      review.
• Track purchase      requests and approvals per established limits.
• Maintain      organized budget reference files (no independent spending authority).
• Support special      assessments, mailings, and owner communications as directed.

Emergency & Contingency Support

• Provide      administrative support during emergencies or storm events, including: 
  • Logging       communications and actions taken
  • Assisting with       owner notifications
  • Coordinating       documentation for insurance or recovery
• Maintain      updated emergency contact lists and office continuity procedures.

Professional Conduct & Team Standards

• Model      professionalism, punctuality, organization, and respectful communication.
• Support a      workplace culture where personal differences do not interfere with job      performance or teamwork.
• Maintain strict      confidentiality of Association records, personnel matters, and owner      information.
• Act as a stabilizing      administrative presence supporting consistency and follow-through.

Authority Limitations

• The Office      Manager does not: 
  • Exercise CAM       authority
  • Bind the       Association contractually
  • Interpret       statutes or governing documents
  • Authorize       expenditures beyond delegated administrative limits
  • Issue fines or       disciplinary action
• All      discretionary decisions must be approved by the CAM or Board.

Performance Standards

The Office Manager will be evaluated on:

• Organization      and accuracy of records and documentation
• Timeliness of      communications and follow-up
• Effectiveness      of routing and tracking requests to resolution
• Professionalism      and customer service
• Reliability,      punctuality, and policy compliance
• Contribution to      interdepartmental teamwork and office efficiency

Acknowledgment

This Scope of Work defines the responsibilities of the Office Manager position and may be amended by Board resolution or management agreement to meet operational needs.

• Computer experience mandatory with the ability to use multiple formats and programs.
• Office management 
• Owner/guest interaction
• Professional appearance.
• Pass background and drug test.
• Ability to work independently and initiative to plan for upcoming events.
• Experience with Ap-Folio a plus but will train.
• Must be dependable and work Monday-Friday 8:00 a.m.-5:00 p.m. as well as additio9nal days as needed (rare).
• Dependable transportation.