Executive Support Associate

1 day ago

Miami, Florida, United States Seacoast 5151 Condominium Association Full time
Job Overview

We are seeking an highly organized and detail-oriented Administrative Assistant to join our team at Seacoast 5151 Condominium Association. This is a full-time position responsible for providing administrative support to our office.

Salary & Benefits

The salary for this role is approximately $45,000 - $60,000 per year, depending on experience. Our benefits package includes medical, dental, and vision insurance, as well as a 401(k) matching program.

Job Description

The successful candidate will have the following responsibilities:

  1. Bilingual preferred: Ability to communicate effectively with residents and staff in English and Spanish.
  2. Customer Service Oriented: Provide excellent customer service to residents and visitors.
  3. Answer phone calls: Respond promptly and professionally to phone calls and emails.
  4. Maintain orderly and organized appearance within public areas: Ensure the office and common areas are clean and tidy.
  5. Assist Unit Owners/Residents with their requests: Provide timely and effective assistance to residents.
  6. Receive and deposit maintenance payments: Process payments and maintain accurate records.
  7. Availability to follow up/send letters and/or emails as directed by the Manager: Stay on top of tasks and deadlines.
  8. Assist Manager with any Account Receivable collections: Work collaboratively with the Manager to resolve account issues.
  9. Receive and process invoices: Manage and pay invoices in a timely manner.
  10. Assist and coordinate any meetings to be scheduled for the Office Manager: Coordinate schedules and arrange meetings.
  11. Order all office supplies: Source and purchase necessary supplies.
  12. Coordinate all necessary maintenance for office equipment: Schedule maintenance and repairs as needed.
  13. Maintain a current database: Keep resident information up-to-date and accurate.
  14. Prepare work orders for maintenance staff as directed by the Manager: Create and distribute work orders efficiently.
  15. Coordinate and distribute all keys and car tags: Manage access control and distribution of keys and tags.
  16. Update new contacts within database: Add and update resident contact information.
  17. Send email/notifications as needed: Communicate with residents via email.
  18. File documents as needed: Organize and store documents securely.
  19. Work on miscellaneous projects as directed by the Office Manager: Assist with special projects and tasks.
  20. Display willingness to learn: Demonstrate a commitment to continuous learning and improvement.

Minimum Requirements: 2-5+ years of experience as an administrative assistant.

Required skills include:

  • Highly organized, detail-oriented and able to multi-task.
  • Excellent verbal, written and interpersonal skills.
  • Strong sense of urgency, project responsibility and initiative.
  • Working knowledge of Microsoft Suite (Outlook, Word, Excel, PowerPoint, etc.).
  • Ability to work independently and as part of a team.

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