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Administrative Assistant

3 months ago

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

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:
  1. Maintain up to date contact, and other information, in the After-Hours section.
  2. Prepare/send/track violation letters & architectural applications, in a timely manner, generally within 48 hours.
  3. Input/track maintenance requests submitted by owners; include photos of the area(s) when applicable. 
  4. Upload/create Notices, Minutes and other documents as required.
  5. Upload all Sales & Lease applications.
  6. Change Mailing Addresses, Phone Numbers, other contact information.
  7. Print Mailing Labels for Mailings.
  8. 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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