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Administrative Assistant
1 month ago
Resource Property Management has an opening for full-time portfolio administrative assistants in St. Petersburg/ Pinellas County, FL.
Minimum qualifications
Education: High school diploma (HS) or general education degree (GED).
Experience: Minimum of 2-3 years of prior work experience in an office administrative role
Essential Duties and Responsibilities:
- Respond to all voice mail messages and emails within 24 hours.
- Provide administrative support to Community Association Manager.
- Provide backup to the Receptionist, if necessary.
- Assist or route callers to appropriate party to ensure customer satisfaction.
- Report emergencies to the association manager or Executive immediately.
- Monitor Managers' voice messages and ensure Mgr. turns on email autoresponder when out of office.
- Contact vendors for services/supplies as directed by Manager.
- Track monthly office charges and supplies for client billing.
- Process sales & lease applications in a timely manner.
- Vantaca - includes, but is not limited to the following:
- Maintain up to date contact, and other information, in the After-Hours section.
- Prepare/send/track violation letters & architectural applications, in a timely manner, generally within 48 hours.
- Input/track maintenance requests submitted by owners; include photos of the area(s) when applicable.
- Upload/create Notices, Minutes and other documents as required.
- Upload all Sales & Lease applications.
- Change Mailing Addresses, Phone Numbers, other contact information.
- Print Mailing Labels for Mailings.
- Print Owner Coupons as needed.
- Homewise Docs: Upload Assn. Documents, Insurance summaries, meeting minutes, budgets, etc.
- Assist manager with timely preparation & distribution of board meeting packets.
- Mail or email monthly financial reports to the board within 24 hours of receipt.
- Track/process annual reports, 55+ communities, elevator certs, pool permits, etc.
- Program gates or door entry systems and issue new fobs or keys as needed.
- Maintain clubhouse/media room reservations and other property databases.
- Process association mail outs timely. Send large mailouts to Clearwater office.
- Scan/email invoices to Accounts Payable before the start of each Check Run.
- File association records & purge files annually. Association records may NOT be destroyed without board approval.
- Prepare and update a Hurricane/Emergency Preparedness manual for clients under Manager's direction annually.
- Special projects and or other miscellaneous duties that may arise.
Competencies:
- Adaptability.
- Attention to Detail.
- Collaboration.
- Written & Verbal Communication.
- Conflict Resolution.
- Customer Service.
- Organization.
- Proficiency with MS Office Suite, internal accounting, and management programs.
- Problem solving.
- Professionalism.
- Time Management.
Schedule:
Corporate office hours are 9 am-5 pm Mon-Fri w/1 hour paid lunch 12-1pm.
Working conditions and Physical requirements:
- Must be able to work under pressure, meet deadlines, while providing exemplary customer service.
- Ability to perform the essential job functions safely and successfully with RPM's internal procedures and policies as well as all related employee handbooks and training/safety manuals.
- Occasional travel to client locations and overtime required.
- Maintain regular, punctual attendance consistent with RPM policies & practices.
- Lift and carry up to 20 pounds.
- Must have oral and written comprehension and expression along with speech clarity and recognition.
- Ability to effectively use computers, telephones, and computer systems.
- Required to stand, walk, and sit; talk or hear, both in person and by telephone; use hands to finger, handle or feel objects or controls; reach with hands and arms.
Great benefits for full time (30+ hours per week) employees includes paid holidays, PTO, health benefits, 401(k) plan with company match & competitive starting pay Submit resume for immediate review.
References, criminal background check, MVR and drug screen required. DFWP/EOE
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