Administrative Support Professional

6 days ago

Granger, Indiana, United States FirstService Residential Full time
Overview

The Administrative Assistant plays a vital role in providing administrative and staff support services. This position involves performing office work directly related to property management and the general business operations of the association.

Responsibilities
  • Coordinate and prepare operating reports, such as time-and-attendance records, terminations, and new hires.
  • Ensure that the telephone is answered properly and messages are handled courteously, accurately, and in a timely manner.
  • Initiate preparation of Management Reports, committee reports, meeting notices as applicable, and submit for Manager's review and approval.
  • Maintain, update, and coordinate resident information in the computer database at a minimum monthly. Generate and provide this information to the Property Manager, Board of Directors, and valet desk.
  • Keep track of insurance certificate requests. Maintain insurance records books for both vendors and unit owners.
  • Maintain the supply closet. Request all office supplies and equipment, following established purchasing procedures.
  • Open and distribute mail, prepare accounts payable invoices with work orders and receiving tickets. Stamp and code invoices for P.M. to code and approve.
  • Set up meetings for Board Approval process.
  • Keep packages updated with new memos and policies as required.
  • Prepare any resident information packages that require Board approval (i.e., Architectural Modification).
  • Coordinate receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
  • Maintain inventory of common areas keys, transmitters, and key fobs for residents and reorder as needed following established procedures.
  • Follow safety procedures and maintain a safe work environment.
  • Demonstrate excellent customer service, communication, and time management skills.
  • Proofread the monthly newsletter and assist with weekly communication.
  • Maintain daily logs, records, and forms.
  • Monitor and control access to the building.
  • Greet and direct residents, guests, and invitees.
Requirements
  • Associates degree with a concentration in business preferred, or an equivalent combination of education and experience.
  • Three to five years of related work experience.
  • Intermediate proficiency in Microsoft Windows software.
  • A strong administrative background.
  • Excellent interpersonal, office management, and communications skills.
  • A self-starter with excellent communication, interpersonal, and customer service and telephone skills.
  • Bilingual candidates are preferred.
Benefits

As a full-time non-exempt associate, you will be eligible for comprehensive benefits including multiple medical plans, dental, and vision. You will also receive paid holidays, time off benefits, and a 401(k) plan with a company match. Occasional travel may be required to attend training and other company functions.

The estimated salary for this position is $22.00 per hour.

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