Administrative Assistant

Description

Leland Management is seeking an Administrative Assistant for one of our communities in the Melbourne, FL area. Join our award-winning team and discover why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 16 consecutive years. The position is full-time (includes evenings and weekends) with competitive pay and excellent benefits.

Position Summary:

The Administrative Assistant provides clerical and administrative support to the Association Office and helps maintain an efficient office environment. This role involves professional interaction with residents, visitors, and vendors by handling clerical tasks, communications, and documentation to ensure smooth community operations.

Primary Responsibilities:

Administrative Support:

• Manage calendars, appointments, and schedule meetings for staff.
• Handle incoming calls, emails, and inquiries from residents and vendors.
• Prepare and distribute correspondence, notices, and newsletters.
• Help reorganize or set up furniture after an event or for an event.
• Help with projects assigned from the Office Administrator.
• Taking payments for events and other purchases
• Scheduling private rentals of the Association’s Amenity Center
• Facilitate and execute the Association’s weekly Bingo Night program.
• Perform additional tasks and responsibilities as assigned by Administrative Coordinator.

Document Management:

• Maintain organized filing systems and resident databases.
• Assist in maintaining Association calendar and Movie Theater calendar.
• Assist in preparing and distributing meeting agendas, minutes, and other documents.
• Assist in creating flyers and other media to distribute to the residents.

Meeting Coordination:

• Organize and prepare materials for board meetings, committee meetings, and resident gatherings.
• Arrange meeting venues, equipment, and catering as necessary.

Community Relations:

• Serve as a point of contact for residents, vendors, and visitors, providing assistance as needed.
• Coordinate community events, activities, and communications to promote resident engagement.
• Maintain a professional and courteous demeanor in all interactions to enhance resident satisfaction.

Compliance and Enforcement:

• Support the CAM in enforcing community rules, regulations, and bylaws.
• Assist in documenting and tracking violations, warnings, and enforcement actions.
• Communicate with residents regarding compliance issues, notices, and follow-up actions.
• Common Area Inspections

Requirements

Qualifications:

• Strong administrative, organizational, and multitasking skills.
• Excellent verbal and written communication abilities.
• Proficiency in Microsoft Office Suite.
• Prior experience in an administrative support role preferred.