Work Preference
Summary
Overview
Work History
Education
Skills
Certification
Clearance
Notary
Desired Grade
Languages
Legal Knowledge And Skills
Work Availability
Personal Information
Timeline
Generic
Olivia Arenas
Open To Work
Verified
This profile is verified using an email address.

Olivia Arenas

Naples

Work Preference

Job Search Status

Open to work
Desired start date: 2 weeks notice

Desired Job Title

Administrative AssistantAdministrative AssistantMeeting Coordinator / Real Estate CoordinatorAdministrative AssistantOffice Manager / Administrative Assistant

Work Type

Full Time

Location Preference

On-SiteRemote
Location: Naples, United States
Open to relocation: No

Important To Me

Career advancementWork-life balanceCompany CultureHealthcare benefitsWork from home optionPaid time offPaid sick leave401k matchTeam Building / Company RetreatsStock Options / Equity / Profit Sharing4-day work weekPersonal development programsFlexible work hours

Summary

Administrative Assistant with extensive experience in property management and resident relations. Successfully processed over 300 owner applications with 100% accuracy and coordinated 20+ major renovation projects annually. Strong organizational skills and formal training in legal procedures support compliance and effective documentation.

Overview

1
1
Certification
15
15
years of professional experience

Work History

Administrative Assistant

Provence Condominium Association
Naples
04.2021 - Current
  • Delivered front-line customer service through phone, email, and in-person interactions, addressing resident inquiries and improving satisfaction.
  • Assist residents with printing, scanning, and faxing.
  • Provide administrative support to the manager.
  • Process and distribute daily incoming and outgoing mail.
  • Maintain inventory of office, housekeeping, and maintenance supplies.
  • Perform accounting support duties including light A/P and A/R.
  • Reconcile monthly association credit card statements.
  • Managed monthly credit card reconciliation with zero discrepancies.
  • Processed 300+ owner applications with 100% accuracy.
  • Process legally binding sales and lease applications to ensure compliance with condominium bylaws.
  • Prepare estoppels, questionnaires and certificates of approval for real estate transactions (sales & refinance).
  • Facilitated major renovation applications for owners, ensuring compliance with condominium bylaws and timely submission of documents to Board for approval.
  • Prepare renovation approval letters and coordinate inspections.
  • Monitor contractors and ensure compliance with association procedures.
  • Organized seasonal social events for residents to enhance community engagement.
  • Train new hires and provide front desk coverage.
  • Updated association website and owner directory, enhancing accessibility of information for residents.
  • Maintained confidential personnel files and HR documentation in accordance with legal association standards.
  • Reduced supply shortages by 30% through improved inventory tracking.
  • Maintained 24-hour response turnaround, improving resident satisfaction.
  • Coordinated 20+ major renovation projects annually.

Administrative Assistant

Savoy Owners Association
Naples
02.2018 - 03.2021
  • Processed 250+ sales and lease applications with zero compliance issues.
  • Handled sales and lease application processes effectively.Generated approval letters and certificates for successful applications.
  • Addressed inquiries from owners and Board members to ensure timely communication.
  • Supported manager by managing various administrative tasks.
  • Assist manager with payroll.
  • Handled sales and lease application processes effectively.
    Generated approval letters and certificates for successful applications.
  • Prepared annual meeting packets for 140+ residents each year.
  • Facilitated printing, scanning, and faxing services for owners and renters.
  • Organized and managed the production of a quarterly newsletter to communicate updates..
  • Produced quarterly newsletters reaching 140+ owners.
  • Maintain updated welcome packet information.
  • Assist Committee Chairpersons and prepare meeting minutes.
  • Prepare flyers for maintenance services, projects, and meetings.
  • Maintain office supplies and equipment.
  • Enter new owner information into shared folders and rosters.
  • Process daily incoming and outgoing mail.
  • Reduced owner record errors by 40% through improved data entry.

Meeting Coordinator / Real Estate Coordinator

Resort Management Corporate Office
Marco Island
09.2017 - 01.2018
  • Coordinated over 100 Board meetings and room bookings, facilitating smooth operations and member engagement.
  • Assisted 5 portfolio managers in organizing agendas, managing budgets, and sending notices to enhance meeting effectiveness.
  • Scheduled conference rooms and sent confirmations.
  • Processed invoices for conference calls.
  • Assisted Board Members upon arrival.
  • Managed mail distribution for 82 properties, ensuring timely delivery and communication.
  • Improved mail turnaround time by 25% for 82 properties.
  • Created and maintained sales files.
  • Prepared estoppel certificates and certificates of approval.
  • Processed 80+ real estate transactions with complete accuracy.

Administrative Assistant

Princess Del Mar Condominium
Marco Island
01.2017 - 08.2017
  • Acted as primary contact for owner requests, ensuring timely and effective responses.
  • Improved owner communication to same-day resolution.
  • Respond to calls, emails, and voicemails within 24 hours.
  • Assisted with meeting agendas, proxies, and minutes to facilitate efficient meetings.
  • Ordered office supplies and ensured equipment functionality.
  • Coordinated contractors and vendors to support project timelines and deliverables.
  • Managed 20–30 contractors weekly through daily logs.
  • Updated owner roster regularly to ensure accuracy.
  • Date and code invoices for accounting.
  • Reduced invoice processing errors by 35%.

Office Manager / Administrative Assistant

Forest Lakes Condominium
Naples
10.2015 - 12.2016
  • Serve as primary contact for owner requests.
  • Responded to owner calls and emails within 24 hours to ensure timely communication.
  • Coordinate contracts and vendors.
  • Process maintenance requests and distribute work orders.
  • Conduct 55+ community compliance audits.
  • Completed 55+ compliance audits with 100% accuracy.
  • Support development of annual budgets and reserve schedules.
  • Supported development of 6 annual budgets.
  • Maintain capital expenditure records.
  • Provide weekly updates on community channels and websites.
  • Managed weekly communications reaching 300+ residents.
  • Reduced vendor scheduling conflicts by 40%.
  • Assist with meeting agendas, proxies, and minutes.
  • Organized reference materials for Board Members to facilitate efficient access to information.
  • Prepare written site manager reports.
  • Generated comprehensive reports for Board and management to inform decision-making.

Administrative Assistant

Endoscopy Care Solution, Inc.
Sunrise
11.2011 - 02.2015
  • Schedule travel arrangements for company President.
  • Supervise office staff and maintain personnel files.
  • Managed incoming and outgoing correspondence, maintaining organized communication flow and response efficiency.
  • Handle accounts receivable and assist with accounts payable.
  • Submit payroll.
  • Prepare collection correspondence.
  • Communicate with clients and vendors.
  • Assisted sales representatives in onboarding new accounts.
  • Maintain client and vendor files.
  • Update HR forms and documents.
  • Request and maintain certificates of liability.
  • Review and update health and safety policies.
  • Maintain supplies and parts inventory.
  • Create estimates and invoices for medical equipment repairs.
  • Processed over 1,000 repair invoices accurately and efficiently. with 98% accuracy.
  • Managed 40 to 60 shipments of medical instruments weekly. of medical instruments.
  • Reduce inventory shortages by implementing better tracking methods. by 25%.
  • Pack and ship medical instruments using FedEx, UPS, DHL.
  • Maintain endoscope loaner log.
  • Route medical instruments to proper repair locations.
  • Perform incoming quality control for endoscope repairs.
  • Created purchase orders for outsourced repairs, ensuring timely processing and vendor compliance.
  • Supported the onboarding process for over 20 new client accounts, ensuring smooth integration..
  • Answer incoming calls and perform general office tasks.

Education

Associate Degree - Legal Assistant / Paralegal

Florida National University
01-2001

Skills

  • Customer support
  • Application processing
  • Meeting documentation
  • Document preparation
  • Records and file management
  • Vendor coordination
  • Accounts support
  • Event coordination
  • Website and directory updates
  • Stock management
  • Operations management
  • Bilingual communication (English/Spanish)

Certification

  • Florida Notary Public
  • Safety & Compliance Experience
  • HR Forms & Records Handling

Clearance

None

Notary

Florida Notary Public

Desired Grade

GS-05 – GS-09

Languages

  • English
  • Spanish

Legal Knowledge And Skills

  • Understanding of contracts, agreements, and compliance
  • Records retention and confidentiality
  • Knowledge of estoppels, certificates of approval, and property-related legal filings
  • Experience reviewing applications for compliance
  • Familiarity with liability certificates, HR documentation, and safety policies
  • Ability to interpret association bylaws, rules, and governing documents

Work Availability

monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
swipe to browse

Personal Information

  • Available: Full-time
  • Location Preference: Southwest Florida
  • Citizenship: United States

Timeline

Administrative Assistant

Provence Condominium Association
04.2021 - Current

Administrative Assistant

Savoy Owners Association
02.2018 - 03.2021

Meeting Coordinator / Real Estate Coordinator

Resort Management Corporate Office
09.2017 - 01.2018

Administrative Assistant

Princess Del Mar Condominium
01.2017 - 08.2017

Office Manager / Administrative Assistant

Forest Lakes Condominium
10.2015 - 12.2016

Administrative Assistant

Endoscopy Care Solution, Inc.
11.2011 - 02.2015

Associate Degree - Legal Assistant / Paralegal

Florida National University

Similar Profiles

CREATE PROFILE
Olivia Arenas