Admin Assistant

The Facilities and Social Assistant is a hybrid administrative, compliance, and resident‑facing role designed to support smooth community operations in the community. This position manages lease and resale processing, new resident sales support, orientation of new homeowners, and ensures all new owners are provided to the Meet & Greet Committee. The role provides essential administrative, ARC, and compliance support, assists with reinspection, and delivers hands‑on help for the Lifestyle Director, including attending and setting up events.

General Responsibilities:

•  Process lease and resale applications; ensure complete and accurate documentation.
  
• Track expirations, renewals, and required approvals.
  
•  Conduct New Resident Orientations, distribute packets/materials, and ensure all steps are completed.
  
• Deliver finalized new owner information to the Meet & Greet Committee.
  
• Receive ARC applications.
  
•  Maintain ARC files through Vantaca system.
  
•  Communicate decisions to homeowners.
  
• Assist in monitoring property conditions for compliance.
  

• Conduct reinspection after violation correction deadlines.
  
• Document findings and update compliance records.
  
• Maintain accurate logs of violations and resolutions.
  
• Receive and enter work orders into Vantaca.
  
• Track progress and update residents on status when applicable.
  
• Coordinate with maintenance staff and vendors for timely completion.
  
• Assist the Lifestyle Director with coordination of community events.
  
• Attend select events to provide on‑site support.
  
• Assist with setup, breakdown, and logistics as needed.
  
• Prepare and maintain backstage or prep areas for performers.
  
• Help maintain a positive, engaging atmosphere at all community activities.
  
• Manage the homeowner portal and community website.
  
• Upload and maintain statutory-required Association documents in compliance with Florida statutes.
  
• Ensure timely updates of community information, forms, and announcements.
  
• Provide residents with guidance on accessing and using the portal.
  
• Prepare and distribute community notices, newsletters, and announcements.
  
• Maintain accurate records and filing systems for association documents.
  
• Assist with special projects and emergency communications as needed.
  
• Provide support for compliance documentation and ARC submissions when required.
  
• Respond to residents and Board inquiries professionally and promptly.
  
• Coordinate and communicate community-wide notices.
  
• Ensure timely follow-up on voicemails and emails within 24 hours.