Administrative Assistant

4 days ago

Key Biscayne, 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 the 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.



Additional Information

  • Schedule: Monday-Friday 8:00am – 4:30pm


What We Offer:

As a full-time exempt 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: $19 -$23 per hour


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 Orginizational Assistant

    4 weeks ago

    key biscayne, United States Core Distribution, Inc. Full time

    Company DescriptionCore Distribution, Inc. is a product designer, global manufacturer, and supplier based in Minneapolis, MN. Core specializes in bringing safe and innovative patented products to consumers worldwide, focusing on generating revenue, growing market share, and increasing return on investment for retail partners. The company's integrated product...

  • Administrative Orginizational Assistant

    3 weeks ago

    Key Biscayne, United States Core Distribution Inc Full time

    Company DescriptionCore Distribution, Inc. is a product designer, global manufacturer, and supplier based in Minneapolis, MN. Core specializes in bringing safe and innovative patented products to consumers worldwide, focusing on generating revenue, growing market share, and increasing return on investment for retail partners. The company's integrated product...

  • Administrative Orginizational Assistant

    1 month ago

    key biscayne, United States Core Distribution, Inc. Full time

    Company DescriptionCore Distribution, Inc. is a product designer, global manufacturer, and supplier based in Minneapolis, MN. Core specializes in bringing safe and innovative patented products to consumers worldwide, focusing on generating revenue, growing market share, and increasing return on investment for retail partners. The company's integrated product...

  • Administrative Orginizational Assistant

    1 month ago

    Key Biscayne, United States Core Distribution, Inc. Full time

    Company DescriptionCore Distribution, Inc. is a product designer, global manufacturer, and supplier based in Minneapolis, MN. Core specializes in bringing safe and innovative patented products to consumers worldwide, focusing on generating revenue, growing market share, and increasing return on investment for retail partners. The company's integrated product...

  • Administrative Orginizational Assistant

    1 month ago

    Key Biscayne, United States Core Distribution, Inc. Full time

    Company DescriptionCore Distribution, Inc. is a product designer, global manufacturer, and supplier based in Minneapolis, MN. Core specializes in bringing safe and innovative patented products to consumers worldwide, focusing on generating revenue, growing market share, and increasing return on investment for retail partners. The company's integrated product...

  • Administrative assistant

    3 weeks ago

    Key Biscayne, 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...

  • Administrative Assistant

    3 weeks ago

    Key Biscayne, United States KW Property Management & Consulting Full time

    Duties and Essential Functions Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Assist in the daily operation of the management office and administrative duties following established Company procedures and guidelines. Perform administrative assistant functions including but not limited to:...

  • Administrative Support Specialist

    2 weeks ago

    Key Biscayne, Florida, United States KW Property Management & Consulting Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at KW Property Management & Consulting. The successful candidate will provide administrative support to our management office, ensuring the smooth operation of daily tasks and activities.Key ResponsibilitiesAssist in the daily operation of the...

  • Administrative Support Specialist

    4 weeks ago

    Key Biscayne, Florida, United States KW Property Management, LLC Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at KW Property Management, LLC.The successful candidate will provide administrative support to our management office, ensuring the smooth operation of daily tasks and activities.Key ResponsibilitiesAssist in the daily operation of the...

  • FirstService Residential | Administrative Assistant | key biscayne, fl

    4 days ago

    key biscayne, 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...

  • Administrative Support Specialist

    4 weeks ago

    Key Biscayne, Florida, United States Core Distribution, Inc. Full time

    About the RoleCore Distribution, Inc. is a product designer, global manufacturer, and supplier based in Minneapolis, MN. The company specializes in bringing safe and innovative patented products to consumers worldwide, focusing on generating revenue, growing market share, and increasing return on investment for retail partners.Key ResponsibilitiesProvide...

  • Security Assistant

    4 weeks ago

    Key West, United States Commander, Navy Installations Full time

    Job SummaryThis position is responsible for providing administrative support to the security operations team at Commander, Navy Installations. The successful candidate will be responsible for maintaining appointment calendars, serving as a civilian administrative liaison to the Human Resources Office, and performing a variety of administrative...

  • Administrative Assistant

    7 days ago

    Siesta Key, United States Marriott International, Inc Full time

    Additional InformationJob Number24201009Job CategoryAdministrativeLocationThe Ritz-Carlton Sarasota, 1111 Ritz-Carlton Drive, Sarasota, Florida, United States, 34236VIEW ON MAPScheduleFull TimeLocated Remotely?NPosition Type Non-Management POSITION SUMMARY Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball...

  • Administrative Assistant

    3 weeks ago

    Key Largo, United States FirstService Residential Full time

    Job Overview:As a Front Desk Associate, you'll be responsible for working independently, and without direct supervision. Possess strong communication, telephone, and customer service skills. Be detailed oriented and able to multitask. Meet and greet residents; checks guests and service providers in/out. Able to understand and react to emergency response and...

  • Administrative Assistant

    3 weeks ago

    Key Largo, United States FirstService Residential Full time

    Job Overview:As a Front Desk Associate, you’ll be responsible for working independently, and without direct supervision. Possess strong communication, telephone, and customer service skills. Be detailed oriented and able to multitask. Meet and greet residents; checks guests and service providers in/out. Able to understand and react to emergency response...

  • Security Assistant

    4 weeks ago

    Key West, Florida, United States Commander, Navy Installations Full time

    Job Summary:This position is responsible for providing administrative support to the Visitor Control Center at Navy Installations in Key West. The successful candidate will perform a variety of tasks, including providing receptionist support, maintaining appointment calendars, and serving as a civilian administrative liaison to the Human Resources...

  • Assistant Food and Beverage Operations Manager

    3 weeks ago

    Longboat Key, United States Marriott Full time

    Additional InformationRiva Restaurant and Private DiningJob Number24190548Job CategoryFood and Beverage & CulinaryLocationThe St. Regis Longboat Key Resort, 1620 Gulf of Mexico Drive, Longboat Key, Florida, United States, 34228VIEW ON MAPScheduleFull TimeLocated Remotely?NPosition Type Management JOB SUMMARY Assists with supervising food and...

  • Restaurant Reservations Admin

    3 days ago

    Longboat Key, United States Marriott International Inc Full time

    Additional Information Job Number 24200838 Job Category Administrative Location The St. Regis Longboat Key Resort, 1620 Gulf of Mexico Drive, Longboat Key, Florida, United States, 34228 VIEW ON MAP Schedule Part Time Located Remotely? N Position Type Non-Management POSITION SUMMARY Our Property Administrative Specialists play an important role in a number...

  • Restaurant Reservations Admin

    4 days ago

    Longboat Key, United States Marriott International, Inc Full time

    Additional InformationJob Number24200838Job CategoryAdministrativeLocationThe St. Regis Longboat Key Resort, 1620 Gulf of Mexico Drive, Longboat Key, Florida, United States, 34228VIEW ON MAPSchedulePart TimeLocated Remotely?NPosition Type Non-Management POSITION SUMMARY Our Property Administrative Specialists play an important role in a number of vital...

  • Restaurant Reservations Admin

    6 days ago

    Longboat Key, United States Marriott International, Inc Full time

    Additional InformationJob Number24200838Job CategoryAdministrativeLocationThe St. Regis Longboat Key Resort, 1620 Gulf of Mexico Drive, Longboat Key, Florida, United States, 34228VIEW ON MAPSchedulePart TimeLocated Remotely?NPosition Type Non-Management POSITION SUMMARY Our Property Administrative Specialists play an important role in a number of vital...