Administrative Assistant

Administrative Assistant – Clubhouse Administrator Suffolk County, Long Island Responsibilities Include, But Are Not Limited To :

• Provide daily administrative support to the Property Manager in all day-to-day clubhouse and community operations.
• Answer and route phone calls promptly and professionally; manage voicemails and ensure timely follow-up.
• Manage, resend, and organize community email communications; maintain a high level of accuracy and professionalism in resident-facing correspondence.
• Upload documents, notices, and community updates to the HOA / community website to ensure timely and transparent communication.
• Execute assigned projects from the Board of Directors and Property Manager, ensuring tasks are completed accurately and within expected timelines.
• Communicate with vendors, contractors, and service providers to coordinate schedules, request quotes, follow up on work orders, and ensure service delivery aligns with community expectations.
• Perform general office and clerical duties including typing, filing, scanning, printing, mailing, and maintaining organized records.
• Utilize Microsoft Office Suite (Word, Excel, PowerPoint) proficiently for document creation, data entry, spreadsheets, and reporting.
• Create and prepare professional correspondence, announcements, and notices on behalf of the Board of Directors for distribution to the community.
• Interface with residents and respond to inquiries with courtesy, clarity, and professionalism.
• Utilize specialized software systems, including security or access-control platforms, to support community operations.
• Support overall office workflow to ensure efficient operations and high resident satisfaction.
• Attend community functions and events in support of clubhouse and Board initiatives. Qualifications :
• Associate degree preferred; High School diploma or equivalent required.
• Minimum of one year of administrative and / or clerical experience.
• Strong organizational, interpersonal, and communication skills.
• Ability to compose clear and professional business letters and resident correspondence.
• Proficient in Microsoft Office; comfortable learning and using new technology and specialized systems.
• Highly detail-oriented, reliable, and capable of managing multiple tasks simultaneously.
• Professional and courteous demeanor when interacting with residents, vendors, and team members. Additional Requirements :
• Professional references required.
• Background check required.
• Equal Opportunity Employer (EOE).