Administrative Assistant

Administrative Assistant

HOA Management Specialists

HOA Management Specialists is seeking a highly organized, detail-oriented Administrative Assistant to support the daily operations of our community association management team. The ideal candidate is a proactive problem-solver who can manage multiple priorities, provide excellent customer service, and maintain professionalism in a fast-paced environment.

Responsibilities

• Provide administrative support to management staff and community associations.
• Answer and respond to homeowner inquiries via phone, email, and in person.
• Prepare, organize, and maintain electronic and physical records.
• Assist with correspondence, reports, meeting materials, and general office tasks.
• Coordinate with vendors, contractors, and homeowners as needed.
• Process invoices, maintain records, and assist with bookkeeping functions using QuickBooks Online.
• Must reconcile bank statements
• Monitor and manage multiple projects and deadlines simultaneously.
• Maintain accurate records and ensure information is updated and organized.
• Assist with special projects and other duties as assigned.

Qualifications

• Proficiency in QuickBooks Online is required.
• Strong working knowledge of Microsoft Office Suite, including Outlook, Word, and Excel.
• Excellent customer service and communication skills.
• Strong organizational and time-management abilities.
• Ability to prioritize tasks and work efficiently in a fast-paced environment.
• Strong attention to detail and accuracy.
• Experience with creating and following budgets
• Ability to identify issues and develop practical solutions independently.
• Professional demeanor and positive attitude.
• Previous administrative office experience preferred.
• Experience in property management, HOA management, or a related field is a plus.

Skills & Attributes

• Self-motivated and dependable.
• Strong problem-solving abilities.
• Ability to work both independently and as part of a team.
• Comfortable interacting with homeowners, vendors, and board members.
• Ability to maintain confidentiality and professionalism.

If you are organized, detail-oriented, and enjoy helping keep operations running smoothly while providing outstanding customer service, we encourage you to apply. The job is located on Perdido Key and is not a remote position.

Pay: $15.00 - $16.25 per hour

Benefits:

• Paid time off

Work Location: In person