Confidential Careers · 3 days ago
Administrative Assistant/Bookkeeper
Marco Island, FL
Full-time
Onsite
Mid Level
$28/hr - $30/hr
3+ years expConfidential company is seeking a highly organized and detail-oriented Administrative Assistant / Bookkeeper to support the Property Manager in the daily operations of a condominium association. The role involves managing administrative tasks, accounting responsibilities, and ensuring compliance with Florida Statute 718.
Human ResourcesRecruiting
Responsibilities
Act as the primary administrative support to the Property Manager
Assist with preparation of board meeting packets, notices, agendas, minutes, and mailings
Track deadlines related to Florida Statute 718 (14-day notices, meeting requirements, owner communications, etc.)
Maintain organized digital and physical filing systems for association records
Coordinate calendars, meetings, inspections, and vendor access
Draft professional correspondence to owners, board members, vendors, and professionals
Assist with special projects, capital improvement tracking, and association initiatives
Process accounts payable and receivable
Enter and reconcile invoices, checks, ACH transactions, and deposits
Assist with monthly financials, bank reconciliations, and general ledger accuracy
Track owner payments, delinquencies, and special assessments
Work within QuickBooks Desktop (multi-user environment)
Coordinate with bookkeepers, CPAs, and auditors as needed
Serve as a professional point of contact for owners (phone, email, in-person)
Track and follow up on owner requests, maintenance issues, and documentation
Coordinate vendor scheduling, insurance certificates, W-9s, and compliance documents
Assist with onboarding and tracking of contractors and service providers
Maintain records required under Florida Statute 718
Assist with preparation and distribution of:
Annual meeting notices
Election materials
Proxies and limited proxies
Special assessment packets
Ensure documentation is complete, accurate, and properly archived
Qualification
Required
Minimum 3–5 years experience in administrative support, bookkeeping, or property management
Strong working knowledge of QuickBooks (Desktop preferred)
Exceptional organizational and time-management skills
Strong written and verbal communication skills
Ability to handle confidential information with discretion
Comfortable working in a fast-paced, deadline-driven environment
Proficiency in Microsoft Office (Word, Excel, Outlook)
Preferred
Familiarity with Florida Statute 718 a major plus (or willingness to learn quickly)
Benefits
Opportunity for HSA contribution ($3,000.)
Opportunity for performance based annual bonus
Health savings account
Paid time off
Company
Confidential Careers
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2-10 employees
Funding
Current Stage
Early StageLeadership Team
E
Edwin Xiao
Chief Revenue Officer
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