Job ID: 1790677
Reference Code: AR-Administrative-Assistant
AppleOne Tampa is seeking a detail-oriented Administrative Assistant for a direct hire opportunity in Tampa, FL within a professional legal services environment focused on real estate law. This full-time, on-site role is ideal for an organized, numbers-driven administrative professional who enjoys balancing financial tracking, data management, office coordination, and team support.
The Administrative Assistant will work closely with regional leadership supporting operations across multiple office locations. This is a strong opportunity for someone who values structure, accuracy, teamwork, and a professional office setting. The environment is collaborative and fast-paced, with supportive leadership, steady weekday hours, and the opportunity to contribute directly to smooth daily operations, client account accuracy, and a positive office experience for the team.
Key Responsibilities
- Monitor, track, and manage incoming client retainers, ensuring balances are accurately maintained, updated, and applied across regional accounts.
- Process and track HOA and Condo association dues with a high level of accuracy and attention to detail.
- Handle, initiate, and track wire transfers and electronic payments while following secure financial processes.
- Maintain, build, and audit Excel spreadsheets used for client data, retainers, dues, and financial administration.
- Coordinate office operations, including supply ordering, vendor communication, maintenance requests, and maintaining a clean, professional office environment.
- Support internal meetings, office events, front-desk coverage, phone coverage, and cross-location communication as needed.
Compensation and Benefits
- Salary Range: $50,000 to $52,000 per year.
- Job Type: Direct Hire.
- Schedule: Full-time, Monday through Friday.
- Hours: 8:00 AM to 5:30 PM, including a 1-hour lunch break.
- Work Arrangement: 100% on-site in Tampa, FL.- Paid Parking.
Equal Opportunity Employer / Disabled / Protected Veterans
The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf
The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf
For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.
We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.
AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf
We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
Required Qualifications and Skills
- Manage client retainers, HOA and Condo dues, wire transfers, payment tracking, and related financial administration.
- Maintain accurate Excel spreadsheets and data records for client accounts and office operations.
- Coordinate office support functions, including supplies, facilities requests, vendors, events, and operational coverage.
- Support the Regional Office Administrator with daily workflows and cross-location communication.
- 2+ years of experience in an administrative, office management, operations support, or similar role.
- Intermediate to advanced Excel skills, including comfort working with large datasets, sorting, filtering, and formulas.
- Strong accuracy, confidentiality, and integrity when handling client funds, payment information, and financial records.
- Excellent organizational skills with the ability to prioritize multiple administrative and financial tasks.
- Professional communication skills and a welcoming, service-oriented approach to supporting attorneys, staff, vendors, and visitors.
- Ability to adapt quickly between data-focused work and hands-on office coordination.
- Reliable attendance and ability to adhere to the required on-site schedule.
Preferred Qualifications
- Experience in a legal services, real estate law, property management, HOA, Condo association, or professional services environment.
- Prior experience handling client funds, retainers, dues, wire transfers, or payment processing.
- Experience supporting multi-location office operations or regional administrative leadership.