Office Coordinator

2 weeks ago

Palm Harbor, Florida, United States Ultimate Staffing Services Full time
Job Overview

Ultimate Staffing Services is collaborating with a prominent real estate and property management organization seeking a skilled Office Coordinator to enhance their operations. This organization is experiencing remarkable growth and is in search of a proactive and detail-oriented professional to assist their team of Property Managers. The Office Coordinator will play a crucial role in facilitating effective communication, vendor relations, and managing internal schedules.

Key Responsibilities:
  • Provide coverage for the front desk as necessary.
  • Offer administrative assistance to Property Managers, ensuring smooth task execution for each community.
  • Handle phone calls by answering, forwarding, and screening; schedule meetings and assist visitors.
  • Perform various administrative tasks such as filing, typing, copying, and scanning.
  • Address inquiries and requests from owners, vendors, or Board Members.
  • Process applications for sales and leases.
  • Maintain an updated database of community owners and tenants in management software.
  • Manage the issuance of violation letters.
  • Organize and file documents, including meeting packets and owner information sheets.
  • Ensure the electronic filing system is well-organized and current.
  • Draft annual meeting notifications and complete mailing affidavits.
  • Lead the insurance renewal process.
  • Keep association forms and welcome packets up to date.
  • Distribute welcome packets to realtors with new listings.
  • Oversee owner portals and ensure information is current.
Qualifications:
  • High school diploma or equivalent.
  • A minimum of three years of administrative experience.
  • Proficient in Microsoft Office Suite (Word, PowerPoint, Excel).
  • Strong attention to detail and accuracy.
  • Excellent time management and communication skills, both written and verbal.
  • Highly organized multitasker capable of thriving in a fast-paced environment.
  • Professional demeanor and attire.
  • Willingness to learn and grow within the organization.
  • Able to contribute positively as part of a team, assisting with various tasks as needed.
Schedule and Compensation:

Standard working hours are from 8:30 AM to 5:30 PM, Monday through Friday. The salary range is between $38,000 and $45,000 annually, accompanied by a comprehensive benefits package, paid time off, and additional perks.

Ultimate Staffing Services is committed to providing equal employment opportunities to all qualified applicants without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws.

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