Administrative Support Professional

4 days ago

Sunny Isles Beach, Florida, United States FirstService Residential Full time
Job Overview

As a skilled Administrative Support Professional at FirstService Residential, you will play a vital role in providing exceptional administrative and staff support services. This position requires the ability to perform a wide range of office tasks directly related to property management and general business operations. Your responsibilities will include assisting with employee payroll, budget preparation, controlling records and reports regarding operations, personnel changes, and emergency service duties.

Your Key Responsibilities:

  • Coordinate collection and preparation of 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.
  • Prepare Management Reports, committee reports, meeting notices as applicable, and submit them for Manager's review and approval.
  • Maintain, update, and coordinate resident information in computer databases on a monthly basis. 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.
  • 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 re-order as needed following established procedures. Maintain log for sales and cash purchases as needed.

Requirements:

  • Associates degree with concentration in business preferred, or equivalent combination of education and experience.
  • Three to Five plus years of related work experience.
  • Intermediate proficiency in Microsoft Windows software.
  • Strong administrative background.
  • Excellent interpersonal, office management, and communications skills.
  • Self-starter with excellent communication, interpersonal, and customer service and telephone skills.
  • Bilingual in Spanish.

Estimated Salary: $48,000-$60,000 per year, depending on location and experience.

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