Administrative Support Professional
7 days ago
As a key member of our administrative team, you will be responsible for providing exceptional support services to our staff and community. This role involves performing various administrative tasks related to property management and general business operations. Your duties may include assisting with employee payroll, budget preparation, record-keeping, and emergency service responsibilities.
Your Responsibilities
* Coordinate the collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
* Ensure timely and courteous handling of phone calls, messages, and correspondence.
* Prepare Management Reports, committee reports, meeting notices, and submit them for review and approval.
* Maintain resident information in our database, generating updates as needed for the Property Manager, Board of Directors, and valet desk.
* Track insurance certificate requests, maintaining accurate records for vendors and unit owners.
* Manage office supplies, requesting new materials and equipment according to established procedures.
* Open and distribute mail, prepare accounts payable invoices, and code them for approval.
* Schedule meetings for the Board Approval process, taking notes during these sessions.
* Keep packages updated with new memos and policies as required.
* Prepare resident information packages that require Board approval, such as Architectural Modification applications.
* Coordinate the receipt of closing statements or warranty deeds, updating files and notifying corporate A/R accordingly.
* Maintain inventory of common area keys, transmitters, and key fobs, reordering as needed following established procedures.
* Adhere to safety protocols, ensuring a safe work environment.
* Transcribe live meetings accurately, formatting transcriptions according to company standards.
* Attend evening meetings (approximately 8 per month).
Skills & Qualifications
* Associate's degree in business or a related field, or equivalent combination of education and experience.
* Three to five years of related work experience.
* Strong typing skills (70 wpm).
* Intermediate proficiency in Microsoft Windows software.
* Excellent administrative background, strong customer service principles, and excellent communication and interpersonal skills.
* Self-motivated individual with strong telephone and customer service skills.
Physical Requirements
* Ability to lift up to 50 lbs.
* Standing, sitting, walking, and occasional climbing.
* Prolonged computer use and phone conversations.
* Ability to detect auditory and/or visual emergency alarms.
* Extended/flexible hours, weekend work, and attending Board meetings as required.
* Occasional driving when necessary.
Benefits
We offer comprehensive benefits to full-time associates, including medical plans, dental, vision, time off, paid holidays, and a 401k plan with company match. Some travel may be required for training and company functions.
Estimated Salary: $19.23 per hour
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