Administrative Assistant - Condominium Shared Facilities Management
Company: Black Briar Management
Location: Miami
Posted on: February 17, 2026
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Job Description:
Job Description Job Description Job Title: Administrative
Assistant – Condominium Shared Facilities Management Reports To:
General Manager and Assistant General Manager Location: Miami,
Florida Summary The Administrative Assistant provides comprehensive
administrative, clerical, and financial support to the commercial
parcel shared facilities management team and the condominium
association when necessary. This multifaceted role includes
managing accounts receivable and payable, assisting with the
operations of the rental management program (if applicable),
handling resident communications, maintaining records, and ensuring
the efficient operation of the administrative office.
Responsibilities Accounts Receivable (AR): • Prepare and send out
invoices for monthly assessments, special assessments, and other
charges to unit owners. • Track and record payments received,
ensuring accurate posting to resident accounts. • Manage past due
accounts, generate aging reports, and follow up with delinquent
owners according to association policies. • Reconcile AR records
with bank statements. • Respond to resident inquiries regarding
billing and payments. Accounts Payable (AP): • Receive, review, and
process invoices from vendors and service providers. • Obtain
necessary approvals for invoices. • Prepare and issue payments
(checks, electronic transfers) in a timely manner. • Maintain
accurate AP records and vendor files. • Reconcile AP records with
bank statements. • Respond to vendor inquiries regarding payments.
Rental Management Program Support (if applicable): • Assist with
the coordination of the on?site rental program, if offered by the
association. • Process rental applications and agreements. • Manage
booking schedules and communicate with owners and rental guests. •
Coordinate unit preparation for rentals (cleaning, maintenance
communication). • Track rental income and expenses. • Assist with
the distribution of rental proceeds to owners. General
Administrative Duties: • Serve as the first point of contact for
phone calls, emails, and in?person inquiries, providing
professional and courteous assistance. • Maintain and organize
office files, records, and supplies. • Prepare correspondence,
memos, reports, and other documents. • Schedule meetings and
appointments. • Manage incoming and outgoing mail and deliveries. •
Assist with resident communications, including newsletters,
notices, and website updates. • Coordinate vendor access and
communication as needed. • Assist with the planning and execution
of association meetings and events. • Maintain resident contact
information and emergency contact lists. • Perform other
administrative and clerical duties as assigned by the management
team. Qualifications • High school diploma or equivalent required;
Associate’s degree in Business Administration or a related field
preferred. • 2 years of administrative experience, preferably in
property management, real estate, or a similar environment. •
Fluent in Spanish strongly preferred. • Proven experience with
basic accounting principles and managing accounts receivable and
payable. • Experience with rental management processes is highly
desirable if the condominium has a rental program. • Proficiency in
Microsoft Office Suite (Word, Excel, Outlook). • Excellent
organizational skills and attention to detail. • Strong written and
verbal communication skills. • Ability to prioritize tasks and
manage time effectively. • Ability to maintain confidentiality and
handle sensitive information. • Excellent customer service and
interpersonal skills. • Ability to work independently and as part
of a team. • Familiarity with property management software is a
plus. • Yardi systems knowledge preferred. Physical Requirements •
Ability to sit for extended periods. • Ability to use a computer
and telephone. • Ability to lift and carry light office
supplies.
Keywords: Black Briar Management, Weston , Administrative Assistant - Condominium Shared Facilities Management, Accounting, Auditing , Miami, Florida
