Affinity Management Services is an Association Management Company proudly serving Miami-Dade, Broward, Collier, and Palm Beach counties for over 15 years! We have grown over time due to our commitment to creating a first-class living environment for our residents and enriching the quality of life in our communities through our innovative services. As the demand for our services continues to grow, we are looking for individuals to join us on our quest to empower and transform each community we partner with.

The Office Coordinator plays a pivotal role in ensuring seamless office operations while also serving as a key support for Human Resources functions. This dual-capacity role supports day-to-day workplace coordination, employee onboarding, and cross-departmental communication. The Office Coordinator acts as the first point of contact for staff needs, supports the recruitment process, and ensures corporate and onsite alignment across CAMs, HR, Marketing, AR, Transfers, and Sales.

This is a high-visibility, high-responsibility role that is achievable within a 40-hour workweek when time is structured effectively and cross-departmental requests are appropriately triaged.

Core Responsibilities

Office & Facility Management

• Serve as first point of contact at the front desk: greet visitors, answer phones, manage deliveries.
• Open, sort, and scan all incoming mail; route to CAMs, AR, and Transfers.
• Maintain a clean, safe, and professional office environment.
• Coordinate with building management and vendors (cleaning, repairs).
• Monitor and manage inventory (uniforms, HR/marketing materials) across office and storage facilities.

Human Resources Support

• Review HR support inbox and Dynamics tickets daily; resolve within SLA.
• Onboarding:
• Track inventory of new hire items; order supplies as needed.
• Prepare welcome bags, desk setups, and coordinate day one logistics.
• Schedule and support training sessions.
• Submit onboarding supply list monthly for billing to Bookkeeping.
• Maintain internal directories, seating charts, and contact lists.
• Assist with candidate screening and interview scheduling.
• Maintain LinkedIn presence with job posts and company updates.

Meeting & Event Coordination

• Reserve and set up meeting rooms for trainings, presentations, and client events.
• Coordinate materials, refreshments, travel logistics, and post-meeting resets.
• Assist in planning and preparing company events (as part of Event Committee).

Administrative & Cross-Departmental Support

• Provide general support to CAMs, HR, Marketing, and Sales.
• Assist with sales proposals, homeowner communications, and welcome packets.
• Help assemble board meeting materials.

Financial & Compliance Tasks

• Receive, sort, and route checks for AR and Transfers.
• Manage FedEx delivery of security deposit refunds.
• Track office-related purchases; submit receipts and assist with invoice processing.
• Follow internal check-handling protocols.

• 5+ years of experience in office administration, HR coordination, or property management.
• Highly organized, accountable, and adaptable in a fast-paced environment.
• Bilingual (English/Spanish) preferred.
• Proficient in Microsoft Office, Outlook, Google Workspace.
• Friendly, professional demeanor with a collaborative approach.

Job Specs

Schedule: Monday-Friday 9am - 5pm

Paid Time Off: 11 Days on the 1st year additional time added after the 1st year

Who We Are

At Affinity Management Services, we are passionate about community association management. We value knowledge sharing and welcome new team members who enjoy the challenges of community association and property management, including Homeowners Associations, Condominiums, and Apartments.

Our Values

We lead with the following values:

Relationship Focus: Be Reliable To All | Take Ownership | Work Collaboratively

Teamwork: Commit to Self-Development | Set High Standards |Hold yourself & others accountable.

Professionalism: Instill Trust | Be Open & Honest | Be an active listener

Solutions Driven: Get things Done | Achieve Results | Think outside the box

Celebrate the Wins: Praise our Milestones | Highlight Achievements

What We Offer

We invite you to be a member of our team, where you can enjoy a comprehensive benefits package, including:

Fully paid medical insurance option for employee

Voluntary dental, vision, life insurance, and short-term disability

401(K) Plan after 90 days of employment

Additionally, we provide competitive pay, paid time off, a respectful, caring, and positive working environment. You will have opportunities for growth and promotion within the organization, including specialized training, industry-related organization memberships, and mentoring support to help you achieve your career development aspirations.

Additionally, we provide competitive pay, paid time off, a respectful, caring, and positive working environment. You will have opportunities for growth and promotion within the organization, including specialized training, industry-related organization memberships, and mentoring support to help you achieve your career development aspirations.

To learn more about Affinity, follow us on LinkedIn!

Note: The company provides a disclaimer that the job post may not be an exhaustive list of all responsibilities and requirements, and the essential functions of the job may change based on business necessity.

Affinity Management Services is committed to a non-smoking and drug-free environment. We are dedicated to fair treatment of all applicants and associates without regard to factors such as race, national origin, sex, age, disability, veteran status, sexual orientation, or gender identity, as protected by law.

Compensation details: 19-20 Hourly Wage

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