Executive Assistant/Bookkeeper for Multi-Association Property

Job Description

Job Description

Position Overview

The Executive Assistant provides high-level administrative and operational support to the Property Manager responsible for a portfolio of one homeowners’ association and twelve condominium associations. This position requires exceptional organizational skills, attention to detail, independent judgment, and the ability to manage multiple priorities in a fast-paced property management environment. The successful candidate will be self-motivated, professional, and capable of managing a variety of administrative and financial tasks with minimal supervision.

Key Responsibilities

· Administrative & Operational Support

• Assist the Property Manager with daily operations for all associations, including correspondence, meeting preparation, and record management.

• Draft, proofread, and format documents, letters, notices, and reports using Microsoft Word.

• Maintain organized digital and paper filing systems for association records, contracts, and financial documentation.

• Coordinate board and membership meeting materials, notices, agendas, and minutes.

• Monitor and respond to owner and vendor communications promptly and professionally.

· Financial & Bookkeeping Duties

• Enter and reconcile transactions in QuickBooks for multiple associations.

• Assist with bank reconciliations, payables, receivables, and financial reports.

• Support the preparation of annual budgets and financial statements.

• Track and maintain invoices, check requests, and vendor payment records.

• Assist with annual audits and financial compliance documentation.

· Technology & Reporting

• Use Microsoft Excel to prepare and maintain association spreadsheets, project tracking logs, and financial analyses.

• Generate reports, charts, and summary documents for board review.

• Assist with importing/exporting data between accounting systems and reports as needed.

· General Office & Client Relations

• Maintain an organized, professional office environment.

• Interact courteously and effectively with board members, homeowners, and vendors.

• Handle confidential information with discretion.

• Perform other administrative and operational duties as assigned by the Property Manager.

Qualifications

• Minimum 3–5 years of administrative or bookkeeping experience, preferably in property management, accounting, or a professional office setting.
• Proficient in QuickBooks (desktop or online).
• Advanced Microsoft Word and Excel skills (including templates, formulas, and formatting).
• Strong written and verbal communication skills.
• Highly organized with excellent time management and follow-through.
• Ability to work independently and think proactively to anticipate needs.
• Detail-oriented with strong problem-solving and analytical abilities.
• Professional demeanor and client service focus.

Preferred Qualifications

• Experience in HOA/Condominium management or related real estate field.
• Familiarity with Florida community association operations and reporting requirements.
• Knowledge of office technology systems (scanning, digital filing, email management).

Compensation

Commensurate with experience. Benefits and schedule to be discussed during the interview process.