Apply on Employer Site

Campbell Property Management · 2 weeks ago

P/T Administrative Assistant

West Palm Beach, FL

Part-time

Onsite

New Grad, Entry Level

$0/hr - $23/hr

Campbell Property Management is seeking a Part-Time Administrative Assistant to provide comprehensive support to the Property Manager, residents, and vendors. This role involves various office administration tasks, communication, scheduling, and vendor coordination to ensure smooth day-to-day operations.

Real Estate

Responsibilities

Answer and return incoming phone calls, check voicemails, and respond to emails in a timely and professional manner

Greeting and assist visitors, providing directions or connecting them with the appropriate representative or sub-association management company

Assist with preparing materials for board meetings, including printing agendas and organizing documentation

Notify janitorial and maintenance personnel of upcoming meetings and ensure meeting rooms are properly set up

Maintain the office calendar with meetings, events, and key deadlines including all sub-associations

Send email blasts through GateKey upon manager’s request

Monitor and manage the office mailbox, distributing mail and filing documents digitally and appropriately

Send and Receive notifications, and processing payments and applications for the commercial parking lot, including enforcement of late fees

Issue parking passes for residents and guests and notify the rover on-site security of authorized visitors

Assist residents with administrative tasks such as GateKey updates, ACH setups, ledger reviews, and general support

Forward lease applications and renewals to relevant sub-association management companies to confirm any open violations and/or open balances. Compile tenant summaries (credit score, income, violations) for committee review and approval

Contact and coordinate with vendors on projects approved by the Property Manager

Request and track quotes from vendors; submit them for managerial review

Ensure vendors are properly registered in GateKey and notify security of scheduled visits

Maintain a log of all vendors check-ins and ensure sign-in protocols are followed

Order and maintain inventory of maintenance, janitorial, and office supplies (e.g., dog waste bags, paper products, sanitizer)

Coordinate with maintenance staff to ensure adequate supplies and facility upkeep

Maintain a preventive maintenance calendar (e.g., HVAC checks, supply restocking)

Update and manage bulletin boards with current licenses, notices, and required documents

Draft and post community notices as needed

Organize, reconcile, and code monthly receipts, statements, and invoices; maintain spreadsheets and submit to bookkeeping

Track distribution of decals and key fobs, keeping detailed and updated logs

Maintain accurate homeowner, vendor, and association records across platforms (Vantaca, GateKey, Keri, Kantech)

Send warranty deeds and update homeowner records to reflect ownership changes

Manage clubhouse rental applications, payments, and scheduling

Coordinate and schedule sub-association meetings and ensure meeting space is properly set up and documented

Assist residents with understanding facility use rules, rental procedures, and general association policies

Provide reliable administrative and operational support to the Property Manager across all areas of responsibility

Proactively identify opportunities to improve internal processes and implement solutions

Ensure daily operations run efficiently, supporting the goals of the manager and the board

Qualification

Office administrationVendor coordinationCommunication skillsRecords managementSchedulingCustomer serviceEvent supportOrganizational skills

Required

Comprehensive support to the Property Manager, residents, and vendors

Office administration, resident services, communication, scheduling, vendor coordination, records management, and event/facility support

Excellent communication and organizational skills