Paralegal & Membership Administrator (Full-Time)

Description

This position is Monday-Friday 8:30am-5:00pm.

About Pelican Bay Foundation

Pelican Bay Foundation is the premier luxury community in Naples, FL. One of the area’s largest exclusive enclaves, situated on more than three square miles and bordered by pristine white-sand beaches, our community offers the most diverse slate of amenities and activities anywhere in the region.

The Foundation manages all common areas, including two beach facilities and two private beachfront restaurants, two tennis facilities, two boardwalks, the Fitness Center and Wellness Studio, the Community Center, and approximately 90 acres of land.

About the Position

The Paralegal & Membership Administrator serves as a key administrative professional supporting both membership operations and the Foundation’s legal and compliance functions. Reporting to the Director of Compliance & Member Services, this position assists in managing member records, enforcing community association policies, and providing paralegal support to ensure compliance with governing documents, contracts, and Florida condominium and homeowners’ association laws.

This position requires a Florida Community Association Manager (CAM) license and experience in administrative or paralegal support. The coordinator acts as a primary point of contact for membership matters, legal correspondence, and document administration, requiring exceptional accuracy, confidentiality, and communication skills.

What You’ll Do

Membership Administration

• Maintain and update the membership database with accuracy and attention to detail.
• Process new member profiles, renewals, and rental memberships in accordance with Foundation policies.
• Issue and renew member identification cards under established procedures.
• Serve as the first point of contact for membership inquiries via phone, email, and in person.
• Support communication initiatives including newsletters, voting materials, and notices.

Paralegal & Compliance Support

• Provide administrative and paralegal support related to governing documents, contracts, and regulatory filings.
• Prepare, proof, and organize legal correspondence, meeting minutes, and compliance documentation.
• Monitor and ensure adherence to Foundation policies, lease and rental regulations, and state requirements.
• Maintain organized digital and physical records of contracts, resolutions, and membership legal files.
• Assist in the coordination of annual meeting materials, election documents, and other official notices.
• Liaise with outside counsel, property management, and internal departments as needed.

Financial & Operational Support

• Reconcile and record daily transactions for membership-related sales and payments.
• Assist with reporting and data verification for accounting and compliance purposes.
• Maintain office supplies, records, and other administrative systems in an organized manner.

Requirements

Skills & Experience

• Active Florida Community Associate Manager (CAM) license required.
• Well-versed in Florida Statute 720 and related regulations governing homeowners’ associations.
• Minimum of 2 years of experience in paralegal, compliance, or administrative support within a legal, real estate, or association management setting.
• Knowledge of Florida HOA/condominium laws and governing document enforcement preferred.
• Advanced computer proficiency, including Microsoft Office Suite and NorthStar (or similar membership management systems).
• Exceptional organizational, communication, and documentation skills.
• Ability to manage sensitive information with discretion and professionalism.
• Strong customer service orientation with a positive, member-focused attitude.

Work Environment & Physical Requirements

• Primarily desk-based (approx. 75% of time) with regular computer use
• Frequent use of office equipment (printers, scanners, ID card printers, POS system)
• Occasional lifting and carrying of files or supplies (up to 25 lbs.)

Compensation & Benefits

We offer a competitive compensation and benefits package. All eligible regular team members are offered the following:

• Generous Paid Time Off (PTO) & Paid Holidays
• Medical, Dental, and Vision coverage beginning the first of the month after 30 days of employment
• 401(k) with excellent Safe Harbor employer match
• Free Team M