Administrative Coordinator

1 month ago

Hollywood, Florida, United States FirstService Residential Full time

Job Overview:


At FirstService Residential, we are seeking an experienced Administrative Assistant to provide administrative and staff support services. This role involves performing various tasks directly related to property management and general business operations of the association.


Your Responsibilities:



  • Coordinate and prepare operating reports, including 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, and submit for Manager's review and approval.
  • Maintain and update 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 and maintain insurance records books for vendors and unit owners.
  • Maintain the supply closet and request 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 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.
  • Maintain inventory of common areas keys, transmitters, and key fobs for residents and reorder as needed following established procedures.
  • Maintain a log for sales and cash purchases as needed.
  • Follow safety procedures and maintain a safe work environment.

Qualifications:



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

Physical Requirements:



  • Ability to lift up to 50 pounds.
  • Standing, sitting, walking, and occasional climbing.
  • Required to work at a personal computer for extended periods.
  • Talking on the phone for extended periods.
  • Ability to detect auditory and/or visual emergency alarms.
  • Ability to work extended/flexible hours, weekends, and attend Board meetings as required.
  • Driving when necessary.

What We Offer:


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


Compensation: $25.00 per hour


Disclaimer:


The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

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