Administrative Assistant
2 months ago
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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