Administrative Assistant

2 months ago


Saint Petersburg, United States Resource Property Management Full time
Job DescriptionJob Description

Resource Property Management has an opening for full-time administrative assistants in both Clearwater and St. Petersburg offices.  

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

Core Values

Adhere to the core values of Resource Property Management: Honesty, integrity, respect, and courtesy are the cornerstones by which our company functions. We value all clients and strive to provide professional and efficient management services.

Essential Duties and Responsibilities:

· Provide administrative support to Community Association Manager(s).

· Respond to all voice mail messages and emails within 24 hours.

· Transfer owner calls to A/R Specialist. (Or escalate to A/R Supervisor, if needed). Admins should NOT provide account balances or statements to anyone Not to owners, realtors, or the board.

· Provide backup for the Receptionist when necessary.

· Assist, or route calls, from owners, board members, and contractors, to ensure customer satisfaction.

· Report emergencies to the association manager or RPM Executive immediately.

· Monitor Managers’ voice messages and ensure/assist Mgr. turns on email autoresponder when out of office.

· Contact vendors for services/supplies as directed by Manager.

· Track monthly office “charges” and supplies so clients are billed properly.

· Process sales & lease applications in a timely manner

Homewise Docs and Vantaca:   

  • Update mailing addresses, phone numbers, and other owner contact information.
  • Maintain/upload Association Documents.
  • Prepare and track violation letters.

· 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 report filings, 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 all invoices to the association’s Accounts Payable Rep. before the start of each scheduled 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:

9 am-5 pm Mon-Fri: 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 employees includes paid holidays, PTO, health benefits, 401(k) plan with company match & competitive pay Submit resume for immediate review.  References, criminal background check, MVR and drug screen required. DFWP/EOE

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