Administrative Assistant

New Smyrna Beach, FL

Part Time

Bouchelle Island CSA/Florida Ops

Mid Level

Job title: Administrative Assistant
Reports to: Community Association Manager
Classification: Part-Time, Hourly, Nonexempt
Work location: Onsite - Bouchelle Island CSA (New Smyrna Beach, Florida)
Working Hours/Days: Monday-Friday 10:00 am - 2:00 pm (subject to change)

About the Company
At Atmos Living Management Group, we believe in delivering top-notch facility and association management that exceeds our clients' expectations. With our experience and dedicated team, we ensure the seamless operation and maintenance of facilities, guaranteeing client satisfaction and optimal functionality.

Job Summary
The position of Administrative Assistant works directly with Community Association Manager and
Bouchelle Island Dockmaster in conjunction with the Board of Directors to ensure that the Boat Yard and
Boat/Kayak Leases are maintained and complies with the policies set forth by the Association. Assists
Community Manager with day-to-day tasks as needed.

Supervisor Responsibilities

None

Duties/Responsibilities

Having a full understanding of the policies and procedures in place and enforcing them according to the Terms & Conditions of Lease Agreements, as well as the Slip and Boat Storage Facility Rules.
Assist in the maintenance of records for wait lists and active leases for Kayak Storage, Dry Slip, and Wet Slips. This also includes obtaining all necessary documentation as required in the lease agreement and working with the Dockmaster to assign available spaces as they become available, as well as provide BICSA stickers and gate access fobs, cards, or keys. Regular updates to the Community Manager regarding the status of leases and wait lists will be reported to the Community Manager monthly.
Verify that all appropriate registration for trailers and vessels are up to date. This includes reaching out to lessees to obtain updated documentation and updating their lease to reflect the latest information.
Work with the Dockmaster to monitor the Boat Yard to make sure it is within acceptable standards. This includes reporting any necessary repairs or maintenance items, as well as making sure the area is clean and free of trash and debris. A weekly report to the Community Manager will allow all parties to be aware of any work needed in the area.
Report any vessels in distress to the Dockmaster.
Report and document any damage incurred during severe storms or hurricanes.
Notify and follow-up with lessees about securing their trailers and vessels in the event of a hurricane or tropical storm. Non-compliance with these requests needs to be communicated to the Community Manager and Dockmaster.
Communicate via email or phone with current and prospective boaters regarding any issues that
arise.
Assist the Community Manager and Dockmaster in processing invoices and/or refunds for new
or terminating Lessees.
Assist Community Manager with clerical tasks such as assisting homeowners, reporting
maintenance issues to staff, answering phones, and other duties as assigned.

Required Skills/Abilities

Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Excellent communication skills, both written and verbal.
Strong organizational and time management abilities, with a keen attention to detail.
Excellent communication skills, both written and verbal, with the ability to interact effectively with managers, peers, residents, vendors, and guests.
Commitment to maintaining a positive and professional work environment.
The ability to multi-task on a variety of levels with the utmost of focus and professionalism.

Education and Experience

High school diploma or equivalent.
At least one year’s related experience required.

Physical Requirements and Working Conditions

Prolonged periods sitting at a desk, working on a computer, and talking on a phone.
Must be able to lift 15 lbs. at a time.

Essential Function*
(Essential functions are the fundamental duties of the position that are critical to the successful performance of the job. These tasks must be performed, with or without reasonable accommodation, and are necessary to achieve the primary objectives of the role.)

Compensation & Benefits

Competitive salary based on experience
100% employer-paid medical, dental, and vision coverage (employee-only)
Paid time off and company-observed holidays
Auto allowance and mileage reimbursement for community travel
Monthly stipends (as applicable)
Opportunities for professional growth and advancement

Why Join us:

Opportunity to work with a dedicated and experienced team.
Competitive compensation and benefits.
Dynamic and supportive work environment.
Growth and advancement opportunities with the company.

If you're ready to join a team that values excellence and dedication, we'd love to hear from you!

Atmos Living Management Group is an equal opportunity employer and welcomes candidates from all backgrounds to apply. We look forward to reviewing your application!

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This role requires regular interaction with residents, vendors, and guests in a professional community environment. Please describe any experience you have in customer service, administration, hospitality, HOA/community management, or similar roles.*

This position requires working onsite in New Smyrna Beach, FL Monday-Friday from approximately 10:00 AM – 2:00 PM. Are you able to consistently meet this schedule?*

This position involves managing records, lease documentation, and waitlists. How do you stay organized and ensure accuracy when handling multiple tasks or deadlines?*

Describe a time when you had to handle a difficult resident, customer, or coworker situation. What was the situation and how did you resolve it?*

This role may require communicating by phone, email, and in person throughout the day. Which form of communication are you most comfortable with and why?

How comfortable are you using Microsoft Office programs such as Outlook, Excel, and Word?*

Are you able to work onsite in New Smyrna Beach, FL?*

This role involves maintaining accurate records and coordinating documentation for boat and kayak storage leases. Describe your comfort level with administrative tracking, spreadsheets, or maintaining organized files.*

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