Administrative Assistant

Position Title: Administrative Assistant

Location: Calypso Towers Resort – 15817 Front Beach Road, Panama City Beach, FL 32413

Hours: 8:00 AM – 5:00 PM (Monday – Friday)

Starting Pay: $19.00

Job Type: Full-Time

Role

The Administrative Assistant provides essential operational and clerical support to the Community Association Manager (CAM). This role ensures smooth daily operations by managing accounts payable and receivable functions, maintaining accurate records, and handling correspondence. The Administrative Assistant acts as a reliable coordination point between management, owners, vendors, and contractors while upholding professional communication and organizational standards.

In addition, this position supports the CAM by:

• Creating and issuing parking passes.
• Assisting with walk-ins, phone calls, and email correspondence from owners, vendors, and rental managers, with occasional guest assistance.
• Allowing the CAM to focus on higher-level management tasks by handling day-to-day administrative matters.
• Serving as a liaison between departments—including grounds, maintenance, and patrol—to ensure alignment and support of the CAM’s obligations.
• Providing daily morning updates on projects and tasks requiring follow-up.

Responsibilities

• Manage the monthly delinquency process in Caliber, ensuring it is completed timely and efficiently in accordance with established procedures.
• Process accounts payable: receive, review, and route invoices for approval and payment.
• Support accounts receivable functions: follow up on past-due accounts and record collections.
• Input and maintain accurate owner contact information in management systems.
• Manage phone calls, emails, and correspondence with professionalism and proper etiquette.
• Prepare, organize, and maintain both digital and physical records in line with best practices.
• Conduct routine mail and bank runs as needed.
• Keep management informed of financial or operational issues requiring attention.
• Assist with administrative support projects, reports, and special assignments as directed.
• Collaborate with the CAM and front desk staff to ensure consistency in communication and operations.
• Other duties as assigned.

Authority

• Authorized to access and utilize management and accounting software systems daily.
• Authorized to manage vendor invoice processing and payment routing.
• Authorized to update and maintain owner and financial records.
• Authorized to correspond with owners, vendors, and contractors on behalf of management.
• Limited authority to escalate financial discrepancies, disputes, or exceptions to the CAM.

Accountability

• Accountable to the Community Association Manager and Executive Management for supporting the daily operations of the resort and association.
• Accountable for the timely and professional handling of communications and administrative duties.
• Accountable for compliance with established accounting and association policies.
• Accountable for safeguarding sensitive owner and financial information with confidentiality.
• Accountable for contributing to a positive, professional, and organized office environment.

Qualifications

• A high school diploma or GED is required; additional business administration, accounting, or finance education is preferred.
• Prior experience in accounts receivable, accounts payable, or administrative support is desired.
• Strong customer service background: experience in a resort or hotel setting is strongly desired.
• Strong computer proficiency (Microsoft Office, email, digital filing systems, management software).
• Excellent communication and organizational skills with high attention to detail.
• Ability to multitask and adapt in a fast-paced environment.
• Professional demeanor, reliability, and customer service orientation.

Job Type: Full-time

Pay: From $19.00 per hour

Work Location: In person