Administrative Assistant

Description

Join our Team! Leland Management is seeking a part-time Administrative Assistant for one of our communities in the Windermere, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 17 consecutive years, including winning first place in our category for 2021!

The Administrative Assistant –provides administrative support to the Management Team by

assisting with covenant enforcement, committee administration, resident communications,

recordkeeping, and operational projects. This position is responsible for ensuring the timely

processing of violation notices, maintaining accurate records, coordinating meetings, and

providing exceptional customer service to residents, vendors, and committee members.

Essential Duties & Responsibilities

Covenant Enforcement Support

• Prepare and process courtesy notices, violation letters, fine imposition notices and compliance correspondence.
• Monitor violation deadlines and maintain covenant enforcement tracking logs.
• Update homeowner accounts with inspection notes, correspondence, and compliance status.
• Maintain covenant files in accordance with Association policies.
• Generate covenant reports for the Covenants Committee and Board of Directors

Committee Administration

• Prepare meeting agendas, packets, and supporting documentation for various committees.
• Draft committee meeting minutes for review and approval.
• Coordinate meeting notices and attendance confirmations.
• Maintain committee records and resolutions.
• Track committee action items and follow-up assignments.

Resident Communications

• Monitor email for resident correspondence
• Respond to homeowner inquiries regarding governing documents, violations and community standards.
• Route requests to the appropriate department or manager as necessary.
• Maintain professional and courteous communication with residents.

Administrative Duties

• Answer telephones and greet residents and visitors.
• Maintain electronic filing systems and Association records.
• Prepare spreadsheets, reports, and correspondence.
• Maintain Covenants Committee calendar and schedule meetings.
• Assist with special projects as assigned.

Knowledge, Skills & Abilities

• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Ability to manage multiple priorities and meet deadlines.
• Exceptional attention to detail.
• Strong customer service and conflict-resolution skills.
• Ability to maintain confidentiality.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to learn Association management software (Caliber, CINC, Vantaca, or similar).
• Ability to work independently while supporting multiple committees and departments.

Requirements

Preferred Qualifications

• 2–5 years of administrative experience, preferably in community association management, property management, municipal government, or legal administration.
• Experience working with homeowner associations or condominium associations preferred.
• Familiarity with Florida Statute Chapter 720 and covenant enforcement procedures is a plus.
• Experience preparing meeting minutes and Board or committee packets.

Physical Requirements

• Prolonged periods of sitting and computer work.
• Occasional lifting of up to 25 pounds.
• Ability to walk community property and attend meetings as needed.

Reporting Relationship

Reports directly to the Community Association Manager