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Office Coordinator

2 months ago

Ponte Vedra Beach, Florida, United States MAY Management Service, Inc. Full time
Job Overview

Position: Administrative Assistant

Compensation: $19.00-$20.00 per hour

Location: Ponte Vedra, FL

About Us:

MAY Management Services, LLC has been a leader in professional association management for over 34 years. Established in November 1988 and headquartered in St. Augustine, we specialize in managing homeowner, condominium, and commercial properties across Northeast Florida.

Key Responsibilities:

  • Professionally handle incoming calls and direct them as necessary.
  • Keep Community Managers updated on communications from associations and owners.
  • Monitor project statuses and ensure Community Managers are informed.
  • Draft and manage CC&R correspondence.
  • Prepare and track work orders efficiently.
  • Organize and maintain records for associations.
  • Refer architectural violations to the appropriate coordinators.
  • Compile Board packets for Community Managers, ensuring all necessary materials are included.
  • Maintain and update Community Websites managed by MAY.
  • Process ARB/ARC applications as needed.
  • Assist with various administrative tasks as assigned.
  • Order maintenance supplies for properties as required.

Board of Directors Responsibilities:

  • Prepare and distribute Board meeting packets in a timely manner.
  • Attend Board meetings when necessary.
  • Stay informed on Board meeting outcomes through minutes and briefings.
  • Track projects assigned by Association Presidents and committee chairs to ensure completion.
  • Coordinate with Board members for signatures on checks and contracts.

Owner Interaction Responsibilities:

  • Respond promptly and professionally to owner communications.
  • Prepare and follow up on compliance letters and related documentation.
  • Maintain vehicle decal information and gate software as assigned.
  • Organize member meeting materials for mailings and sign-in at events.

Financial Duties:

  • Prepare check requests and invoices for processing.
  • Draft fining letters with copies sent to the Client Accountant.

Qualifications:

  • High School Diploma or GED is required.
  • Proficient in VMS and MS Office applications.
  • Familiarity with association covenants and rules is essential.
  • Knowledge of board members, committee chairs, and key personnel is beneficial.
  • Understanding of maintenance personnel roles and vendor contacts is important.
  • Awareness of MAY Management's contractual obligations with associations.

Benefits:

  • Competitive salary.
  • Group medical insurance.
  • Life and AD&D insurance options.
  • Dental and vision coverage.
  • Short-term and long-term disability insurance.
  • Access to new benefits including telehealth services.
  • Supplemental policies for critical illness and accident coverage.