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Administrative Assistant

2 months ago

St Petersburg, United States PHP Management Services Full time

Precedent Hospitality and Property Management is a full-service property management company with a primary focus on providing personalized service to high-end properties and communities. At many national property management companies, you are expected to tailor your community's operations to fit the manager's systems. At Precedent management, we realize that no two communities are the same and we strive to ensure that every customer is given the specialized attention and customization that they deserve.

Are you an organized and detail-oriented professional looking to be a crucial part of a thriving community association? We are seeking a dedicated On-Site Administrative Assistant to join our team, working closely with the Licensed Community Association Manager (LCAM), Board of Directors, and community members. If you possess excellent communication skills, attention to detail, and a proactive attitude, we want to hear from you


Job Summary:

The Administrative Assistant facilitates the efficient operation of the association manger by performing a variety of clerical and administrative tasks.


Responsibilities:

  • Answer incoming calls, assist callers, and forward messages as needed to the LCAM, board members, and maintenance staff.
  • Greet and assist guests in the management office area, ensuring a positive experience.
  • Prepare and dispatch work orders based on service requests. Maintain and update the computerized work order system.
  • Type violation letters as instructed by the LCAM and maintain organized unit owner files, handling incoming and outgoing correspondence.
  • Attend Board of Director meetings if required, take minutes, and type minutes for review by the LCAM.
  • Under LCAM supervision, prepare notices for various meetings and coordinate mass mailings for the Association.
  • Maintain records for the gate entry system and serve as the system administrator.
  • Order office supplies, process incoming mail, and handle invoices under LCAM approval.
  • Provide change of address information, maintain emergency contact information, and update the Information Sheet for the Association.
  • Coordinate the application process for new residents, provide welcome packages, and assist with the orientation of new owners.
  • Assist legal counsel with information requests and support real estate agents as instructed by the LCAM.
  • Coordinate matters with vendors, contractors, etc., as needed and authorized by the Board and the LCAM.


Requirements

Qualifications:

  • Previous experience in administrative roles or property management is preferred.
  • Proficient in MS Office Suite and comfortable working with computerized systems.
  • Ability to work independently.
  • Excellent organizational and multitasking abilities.
  • Strong communication skills, both written and verbal.
  • Ability to maintain confidentiality and handle sensitive information.

Education and Experience:

  • High School/GED or equivalent
  • 1 year in property management experience or office administration experience (preferred)

Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.

At Precedent Hospitality and Property Management, we are proud to offer competitive salary commensurate with experience, a comprehensive benefits package, including health, dental, and 401(k) options, Professional development opportunities and a collaborative and inclusive work environment.


Precedent Hospitality and Property Management is an equal opportunity employer. We are committed to providing a workplace that is free from discrimination and promotes diversity and inclusion. We celebrate the unique backgrounds, perspectives, and talents of all our employees, fostering an environment where everyone feels valued, respected, and empowered. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, marital status, veteran status, disability status, or any other characteristic protected by applicable laws and regulations. Precedent Hospitality and Property Management complies with all applicable federal, state, and local laws governing nondiscrimination in employment.