Inspection Administrative Assistant

Inspection Administrative Assistant

Trident Real Estate d/b/a Trident Management – Miami Beach, Florida

Trident Management, a fast-paced, technology-driven property management and real estate firm, is seeking an Inspection Administrative Assistant for our Miami Beach office. The Inspection Administrative Assistant plays a key role in supporting community association operations by conducting routine property inspections, tracking compliance, coordinating with vendors, and providing high-level administrative support. This role requires strong attention to detail, excellent communication skills, and the ability to work both independently in the field and collaboratively in an office environment.

Trident Culture

At Trident, we believe in excellence, accountability, and transparency. As a team member, you are expected to embody our core values by delivering exceptional service, maintaining a positive and professional demeanor, and contributing meaningfully to our mission. Your work has impact, and your voice matters. We foster a collaborative environment where innovation and initiative are encouraged.

Essential Duties & Responsibilities:

Property Inspections & Compliance

• Perform routine and thorough inspections at assigned Associations.
• Document all covenant violations, work orders, modification requests, safety concerns, and clearance of prior violations.
• Generate and track compliance letters based on inspection findings.
• Document, monitor, and follow up on outstanding compliance issues until full resolution.
• Provide detailed inspection reporting, including photos, notes, and recommendations.
• Assist with oversight of construction projects as requested.
• Provide access for contractors, inspectors, and owners.

Vendor Coordination

• Coordinate and meet with vendors onsite for estimate procurement or work order verification.
• Confirm that work orders are completed satisfactorily and communicate any discrepancies to vendors.
• Verify proper documentation has been submitted for violations, architectural modification requests, and repairs.
• Assist managers with outgoing calls to vendors regarding service needs, quotes, or updates.

Homeowner, Resident & Association Support

• Respond to phone calls, emails, and in‑person inquiries professionally and promptly.
• Provide administrative support to homeowners, board members, and community stakeholders.
• Manage and administrate application processes for association-related transactions.

Administrative Responsibilities

• Answer incoming calls, screen, and direct them to the appropriate team members.
• Schedule meetings, appointments, and events; send calendar invites as directed.
• Draft and prepare business letters, memos, notices, agendas, and other documents.
• Create, organize, and maintain digital and physical files.
• Process all incoming mail, packages, and payments.
• Assist managers with outbound resident communications and follow-ups.
• Assist with invoice processing, expense tracking, and budget-related tasks.
• Maintain office supplies and manage inventory needs.
• Provide general administrative support as needed.

Event & Meeting Support

• Help coordinate logistics for community events, company events, board meetings, committee meetings, and annual meetings.
• Attend board and committee meetings as needed.
• Prepare detailed meeting minutes and distribute them accurately and promptly.

Technology & Software

• Utilize supported software, including: Vantaca, VendorSmart, RingCentral, Athena, Compliance360, Microsoft Outlook, Word, Excel, Google Sheets & Google Workspace
• Maintain accurate data entry and reporting in all platforms.
• Ensure documents, records, and compliance logs are updated consistently.

Professional Expectations

• Maintain strict confidentiality of resident, association, and company information.
• Take ownership of the role by asking questions, seeking guidance, and proactively learning new tasks and procedures.
• Uphold a professional demeanor in all internal and external communications.
• Assist with additional responsibilities as needed to support managers and operations.

What This Role Requires

• Strong organizational skills with meticulous attention to detail.
• Ability to work independently in the field and multitask effectively.
• Excellent verbal and written communication.
• Customer service–focused mindset when interacting with homeowners and board members.
• Proactive attitude, willingness to solve problems, and eagerness to learn.

Required Qualifications

• Fluency in English(written and verbal).
• Minimum 1+ years of administrative experience in a professional office setting; real estate or property management experience preferred.
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Google Workspace.
• Strong organizational and time management skills with the ability to prioritize and multitask.
• Excellent written and verbal communication skills.
• High level of discretion and confidentiality.
• Ability to work independently, take initiative, and solve problems proactively.
• Professional demeanor and customer service orientation.
• Strong attention to detail and accuracy.
• Sense of urgency.

Preferred Qualifications

• Experience supporting executive-level staff or managing office operations.
• Familiarity with property management software (e.g., Vantaca).
• Knowledge of Florida real estate and HOA/condo/co-op association processes.
• Project coordination or event planning experience.

Growth Opportunity

This position offers a pathway for career advancement within Trident Management. We are committed to developing our team members and providing opportunities to grow into leadership, operations, or specialized roles in property management and real estate services.

Pay: $16.00 - $18.00 per hour

Benefits:

• Professional development assistance

Application Question(s):

• What experience from your resume sets you up for success for this position?

Language:

• English (Required)

License/Certification:

• Driver's License (Required)

Shift availability:

• Day Shift (Preferred)
• Night Shift (Preferred)

Ability to Commute:

• Miami Beach, FL 33139 (Required)

Willingness to travel:

• 75% (Required)

Work Location: In person