Administrative Assistant

2 weeks ago

Miami Beach, United States FirstService Residential Full time

Job Overview:

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.


Your Responsibilities:

  • Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
  • Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
  • Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
  • Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
  • Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
  • Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
  • Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
  • Sets up meetings for Board Approval process.
  • Keeps packages updated with new memos and policies as required.
  • Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
  • Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
  • Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.
  • Follows safety procedures and maintains a safe work environment.
  • Other duties as required.


Skills & Qualifications:

  • Associates degree with concentration in business preferred, or equivalent combination of education and experience.

Three (3) to Five (5) plus years of related work experience.

  • Computer literacy: Intermediate proficiency in Microsoft Windows software.
  • Must possess strong administrative background.
  • Strong working knowledge of customer service principles and practices.
  • Excellent interpersonal, office management and communications skills.
  • Self-starter with excellent communication, interpersonal and customer service and telephone skills.


Physical Requirements:

Physical demands include ability to lift up to 50 lbs.

Standing, sitting, walking and occasional climbing.

Required to work at a personal computer for extended periods of time.

Talking on the phone for extended periods of time.

Ability to detect auditory and/or visual emergency alarms.

Ability to work extended/flexible hours, weekend, and attend Board meetings as required.

Driving when necessary.



Supervisory Responsibilities

No supervisory responsibilities


Additional Information

Schedule: Monday-Friday 9:00am – 5:00pm


What We Offer:

As a full-time associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.


Compensation: $25-$28


Disclaimer:

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

  • Administrative Assistant

    2 weeks ago

    Miami Beach, United States Ascendo Resources Full time

    Seeking an Administrative Assistant for a Financial Services Firm in Miami! This person will be responsible for supporting various administrative and operational functions. The ideal candidate will have previous administrative experience and will support staff and serve as the first point of contact for visitors. Responsibilities:Oversee daily office...

  • Administrative Assistant

    4 weeks ago

    Miami Beach, Florida, United States ATOZ Hospitality LLC Full time

    Job SummaryThe Administrative Assistant plays a vital role in supporting the General Manager and the overall Restaurant operations. This position requires a proactive and organized individual who can efficiently handle administrative tasks, coordinate schedules, and contribute to the smooth functioning of the hotel.Key ResponsibilitiesProvide high-level...

  • Senior Administrative Assistant

    1 week ago

    Miami Beach, United States Posner Group Full time

    The Posner Group is pleased to announce the addition of a new position on our team. We have been experiencing growth and need to add a Senior Administrative Assistant to our staff. As a diverse private family office with interests in real estate, we are actively seeking to identify a talented individual that will help us maintain our high standard of...

  • Senior Administrative Assistant

    2 weeks ago

    Miami Beach, United States Posner Group Full time

    The Posner Group is pleased to announce the addition of a new position on our team. We have been experiencing growth and need to add a Senior Administrative Assistant to our staff. As a diverse private family office with interests in real estate, we are actively seeking to identify a talented individual that will help us maintain our high standard of...

  • Administrative Assistant

    2 weeks ago

    Miami, United States PrideStaff Full time

    Administrative Assistant Job Responsibilities As an Administrative Assistant, you will be responsible for performing a variety of administrative clerical function to include; managing calendars, answering phone calls, providing information and taking dictation. You will also be responsible for composing memos, transcribed notes and research /create...

  • Administrative Assistant

    3 weeks ago

    Miami, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a long-term contract employment opportunity for an Administrative Assistant in Miami, Florida. This role is primarily involved in the industry of administrative support, providing assistance through various tasks such as customer service, data entry, and email correspondence. As an Administrative Assistant, you...

  • Administrative Assistant

    1 week ago

    Miami, United States Blue Mountain Loans Full time

    We are seeking a highly organized and detailoriented Administrative Assistant to join our team. The ideal candidate will provide administrative support to ensure efficient operation of the office. You will support managers and employees through a variety of tasks related to organization and communication. Key Responsibilities: Organize and schedule...

  • Administrative Assistant

    4 weeks ago

    miami, United States Bigfoot Construction Inc Full time

    Company DescriptionBigFoot Construction in Miami, FL offers superior impact window installations, interior and exterior renovations, and remodeling services. From kitchen and bathroom projects to large-scale residential additions, we deliver quality results on time and within budget. Our commitment to excellence and customer service sets us apart in the...

  • Administrative Assistant

    1 month ago

    Miami, United States BigFoot Construction Full time

    Company DescriptionBigFoot Construction in Miami, FL offers superior impact window installations, interior and exterior renovations, and remodeling services. From kitchen and bathroom projects to large-scale residential additions, we deliver quality results on time and within budget. Our commitment to excellence and customer service sets us apart in the...

  • Administrative Assistant

    2 weeks ago

    Miami, United States SNI Companies Full time

    Job Details Actively seeking out Administrative Professionals for placement in the Doral, Medley Hialeah areas. Job Summary An administrative/clerk assistant will be responsible for organizing, coordinating, and monitoring the office work-flow. Will provides comprehensive administrative support to ensure efficient operation of the office. The role involves...

  • Administrative Assistant

    4 weeks ago

    Miami, Florida, United States Automotive Art Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Automotive Art. The successful candidate will be responsible for providing administrative support to our Senior Executive Management team, including tasks such as:Managing electronic and physical inboxes, distributing invoices and related...

  • Administrative Assistant

    5 days ago

    Miami, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a contract to hire employment opportunity for an Administrative Assistant in Aventura, Florida, within the E-Business/Commerce industry. The role will primarily involve administrative tasks and office coordination in a physical workplace.Responsibilities:• Serve as a point person for office-related tasks and...

  • Administrative Assistant

    2 weeks ago

    miami, United States TalentoHC Full time

    TalentoHC is actively partnered with a family office seeking an Administrative Assistant to support the accounting team.Administrative Assistant – Accounting Team SupportJob Description:We are seeking a skilled and organized Administrative Assistant to directly support the accounting team of our family office. This role requires experience in managing...

  • Administrative Assistant

    2 weeks ago

    Miami, United States TalentoHC Full time

    TalentoHC is actively partnered with a family office seeking an Administrative Assistant to support the accounting team.Administrative Assistant – Accounting Team SupportJob Description:We are seeking a skilled and organized Administrative Assistant to directly support the accounting team of our family office. This role requires experience in managing...

  • Administrative Assistant

    6 months ago

    Miami, United States Medical Audit Professionals Remote Work Freelance Full time $9 - $12

    We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist TEAM of doctors that handle health Insurance Claims medical records review by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, opening the office, making reservations or...

  • Administrative Assistant

    2 weeks ago

    miami, United States Ascendo Resources Full time

    Seeking an Administrative Assistant for a Financial Services Firm in Miami! This person will be responsible for supporting various administrative and operational functions. The ideal candidate will have previous administrative experience and will support staff and serve as the first point of contact for visitors. Responsibilities:Oversee daily office...

  • Administrative Assistant

    2 weeks ago

    miami, United States Ascendo Resources Full time

    Seeking an Administrative Assistant for a Financial Services Firm in Miami! This person will be responsible for supporting various administrative and operational functions. The ideal candidate will have previous administrative experience and will support staff and serve as the first point of contact for visitors. Responsibilities:Oversee daily office...

  • Administrative Assistant

    2 weeks ago

    miami, United States Vima Foods Full time

    Administrative Assistant open position is a great opportunity to join Vima Foods.We are an international food retailer,that is located in 7 countries, including USA, Mexico,Panama, Dominican Republic, Cuba, Spain and China. So we are a global business organization,working all teams connected to deliver food solutions to our customers.Vima Foods is currently...

  • Administrative Assistant

    1 week ago

    Miami, United States Vima Foods Full time

    Administrative Assistant open position is a great opportunity to join Vima Foods.We are an international food retailer,that is located in 7 countries, including USA, Mexico,Panama, Dominican Republic, Cuba, Spain and China. So we are a global business organization,working all teams connected to deliver food solutions to our customers.Vima Foods is currently...

  • Administrative Assistant

    2 weeks ago

    Miami, United States Vima Foods Full time

    Administrative Assistant open position is a great opportunity to join Vima Foods.We are an international food retailer,that is located in 7 countries, including USA, Mexico,Panama, Dominican Republic, Cuba, Spain and China. So we are a global business organization,working all teams connected to deliver food solutions to our customers.Vima Foods is currently...