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Community Office Assistant

2 months ago

Melbourne, Florida, United States Cal-Am Properties Inc Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Cal-Am Properties, Inc. As an Administrative Assistant, you will provide critical support to our managers, employees, and residents, ensuring the smooth operation of our community office.

Key Responsibilities
  • Administrative Support: Provide administrative assistance to our managers and employees, including composing and producing business correspondence, reports, and related materials.
  • Confidentiality and Data Management: Ensure confidentiality and control access to sensitive information, such as staff personnel files.
  • Customer Service: Offer computer assistance to prospects and residents with online applications and rent payments, and respond to inquiries and requests for information.
  • Meeting Coordination: Perform administrative duties associated with scheduling and coordinating meetings, including arranging with vendors for services and preparing agendas.
  • Record Keeping: Record and summarize minutes for typing and distribution, and track and monitor assigned budget expenditures.
  • Reporting and Analysis: Research and gather data for departmental reports, conduct preliminary analysis of data, and recommend report content and format.
  • Budgeting and Financial Management: Assist in budget preparation by gathering historical data, and track and monitor assigned budget expenditures.
  • Document Preparation: Coordinate preparation, development, and production of major documents, such as proposals and manuscripts.
  • Process Improvement: Implement changes or enhancements to procedures to improve productivity, efficiency, and service.
  • Performance Monitoring: Monitor employee performance on a regular basis and ensure timely completion of unit's work.
Requirements
  • Education: High School diploma or equivalent required; Bachelor's degree preferred.
  • Experience: 1-2 years of administrative experience, with a focus on secretarial or specialized clerical work; experience with Yardi preferred.
  • Skills: Excellent communication and organizational skills, with the ability to maintain confidentiality and handle sensitive information.