Administrative Assistant - HOA Onsite

Description

Position Title: Administrative Assistant - HOA Onsite

Company: MAY Management

Location: Nocatee / Ponte Vedra, FL 32081

County: St. Johns

MAY Management is seeking a dependable, organized, and customer-focused Administrative Assistant / Assistant Community Association Manager (ACAM) to support the daily operations of a residential community located in the Nocatee area of Northeast Florida.

This position is an excellent opportunity for someone with an administrative, office management, or customer service background who is interested in developing a career in community association management. The successful candidate will work closely with the Community Association Manager and management team, assisting with administrative responsibilities, homeowner communication, vendor coordination, and general community operations.

We are open to candidates with HOA experience who demonstrate professionalism, strong organizational skills, and a genuine interest in learning the community management industry.

Job Requirements

• Provide general administrative and operational support for the daily management of the community.
• Serve as a friendly and professional point of contact for homeowners, residents, vendors, and visitors.
• Answer phone calls, respond to emails, and assist with homeowner inquiries and requests.
• Maintain community records, resident correspondence, files, and other important documentation.
• Assist with scheduling meetings, preparing agendas, distributing notices, and organizing meeting materials.
• Support the Community Association Manager with board communications and follow-up items.
• Help coordinate vendor appointments, maintenance requests, and general community service needs.
• Assist with tracking work orders, architectural requests, and homeowner compliance matters.
• Help maintain community calendars, newsletters, announcements, and resident communications.
• Assist with processing invoices, organizing financial documentation, and other basic administrative accounting tasks.
• Maintain a professional and welcoming office environment.
• Provide general support to the Community Association Manager and assist with special projects as needed.
• Develop an understanding of HOA operations, governing documents, and community management procedures.

Requirements

Qualifications

• Previous administrative, receptionist, office management, or customer service experience preferred.
• HOA or property management experience is a plus but not required.
• Florida CAM license is preferred but not required.
• Candidates interested in obtaining their Florida CAM license and advancing into a management role are encouraged to apply.
• Strong written and verbal communication skills.
• Excellent organizational and multitasking abilities.
• Professional demeanor with a customer-service-oriented mindset.
• Comfortable using Microsoft Office, email, and general office software.
• Ability to work independently while supporting a larger management team.
• Positive attitude, willingness to learn, and interest in long-term professional growth.
• Monday - Friday Onsite - 9AM-5PM.