Administrative Assistant

Overview:

ICON Condominium Association is seeking a professional, organized, and customer-service-focused Administrative Assistant to support the daily operations of our luxury residential condominium community. This position serves as a key point of contact for residents, guests, vendors, and management, and requires strong communication skills, attention to detail, strong time management skills and the ability to multitask in a fast-paced environment.

The Administrative Assistant will work closely with the management team to assist with resident services, administrative tasks, building communications, records management, and general office support.

Work Schedule: Monday-Friday, 9am - 5pm (Full Time)

Key Responsibilities:

• Greet and assist residents, guests, vendors, and visitors in a professional and courteous manner.
• Answer phone calls, respond to emails, and direct inquiries to the appropriate department or team member.
• Assist residents with general building questions, requests, forms, and account-related matters.
• Maintain and update resident records, contact information, vehicle information, access credentials, and related databases.
• Assist with lease, purchase, and architectural modification application processing.
• Prepare approval packets, notices, correspondence, and other administrative documents as needed.
• Assist with scheduling vendors, contractors, inspections, deliveries, and move-ins/move-outs.
• Maintain organized electronic and physical files for association records, resident documents, insurance certificates, vendor information, and building correspondence.
• Assist with sending resident communications regarding building updates, maintenance notices, service interruptions, amenity information, and policy reminders.
• Support accounts payable processes by receiving, coding, tracking, and submitting invoices for approval.
• Assist with meeting preparation, including notices, agendas, packets, minutes, and related documentation.
• Coordinate with security, valet, receiving, maintenance, and housekeeping teams to help ensure resident requests are handled efficiently.
• Monitor and order office supplies as needed.
• Provide general administrative support to the General Manager, Assistant General Manager, and management team.
• Maintain confidentiality of resident, association, and management information at all times.
• Perform other duties as assigned.

Qualifications:

• Previous administrative, front desk, property management, hospitality, or customer service experience preferred.
• Condominium, HOA, luxury residential, or property management experience is a plus.
• Strong written and verbal communication skills.
• Professional appearance and demeanor.
• Excellent organizational skills and attention to detail.
• Strong time management skills with the ability to prioritize tasks, meet deadlines, and handle multiple responsibilities in a fast-paced environment.
• Ability to multitask, prioritize, and follow through on assignments.
• Comfortable working with residents, vendors, board members, and staff in a professional environment.
• Proficient with Microsoft Office, Outlook, Excel, Adobe/PDF documents, and general office technology.
• Ability to learn building systems, resident databases, access control platforms, and property management software.
• Bilingual English/Spanish.

Physical Requirements:

• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
• Driving when necessary.

Work Environment:

This position is based on-site at ICON Condominium Association in Miami Beach. The Administrative Assistant will work in a professional management office setting and interact regularly with residents, guests, vendors, board members, and building staff.

Disclaimer:

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

Pay: From $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you available to work 9am to 5pm, Monday through Friday?
• Can you speak English and Spanish at a professional level?

Experience:

• Administrative: 1 year (Preferred)

Language:

• Spanish (Preferred)

Ability to Commute:

• Miami Beach, FL 33139 (Preferred)

Work Location: In person