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Administrative Coordinator

2 months ago

St Petersburg, Florida, United States PHP Management Services LLC Full time
Job Summary:

The Administrative Assistant facilitates the efficient operation of the association manager by performing a variety of clerical and administrative tasks.

Key Responsibilities:
  • Answer incoming calls, assist callers, and forward messages as needed to the LCAM, board members, and maintenance staff.
  • Greet and assist guests in the management office area, ensuring a positive experience.
  • Prepare and dispatch work orders based on service requests. Maintain and update the computerized work order system.
  • Type violation letters as instructed by the LCAM and maintain organized unit owner files, handling incoming and outgoing correspondence.
  • Attend Board of Director meetings if required, take minutes, and type minutes for review by the LCAM.
  • Under LCAM supervision, prepare notices for various meetings and coordinate mass mailings for the Association.
  • Maintain records for the gate entry system and serve as the system administrator.
  • Order office supplies, process incoming mail, and handle invoices under LCAM approval.
  • Provide change of address information, maintain emergency contact information, and update the Information Sheet for the Association.
  • Coordinate the application process for new residents, provide welcome packages, and assist with the orientation of new owners.
  • Assist legal counsel with information requests and support real estate agents as instructed by the LCAM.
  • Coordinate matters with vendors, contractors, etc., as needed and authorized by the Board and the LCAM.
Requirements:
  • Previous experience in administrative roles or property management is preferred.
  • Proficient in MS Office Suite and comfortable working with computerized systems.
  • Ability to work independently.
  • Excellent organizational and multitasking abilities.
  • Strong communication skills, both written and verbal.
  • Ability to maintain confidentiality and handle sensitive information.
Education and Experience:
  • High School/GED or equivalent
  • 1 year in property management experience or office administration experience (preferred)
Physical Requirements:
  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.
What We Offer:

At PHP Management Services LLC, we are proud to offer a competitive salary commensurate with experience, a comprehensive benefits package, including health, dental, and 401(k) options, Professional development opportunities and a collaborative and inclusive work environment.

We are an equal opportunity employer and are committed to providing a workplace that is free from discrimination and promotes diversity and inclusion. We celebrate the unique backgrounds, perspectives, and talents of all our employees, fostering an environment where everyone feels valued, respected, and empowered.