Administrative Support Coordinator

3 weeks ago


St Augustine, Florida, United States FirstService Residential Full time

Job Overview:

As a highly skilled Administrative Assistant, you will play a vital role in providing exceptional support services to our team. Your responsibilities will include performing various administrative tasks, managing office operations, and assisting with employee payroll, budget preparation, and record-keeping.

Your Key Responsibilities include:

• Coordinating the collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
• Ensuring that the telephone is answered promptly and messages are handled courteously, accurately, and in a timely manner.
• Initiating the preparation of Management Reports, committee reports, meeting notices, and submitting them for review and approval.
• Maintaining, updating, and coordinating resident information in our computer database on a monthly basis. You will generate and provide this information to the Property Manager, Board of Directors, and valet desk.
• Tracking insurance certificate requests and maintaining insurance records books for both vendors and unit owners.
• Managing the supply closet, requesting office supplies and equipment, following established purchasing procedures.
• Opening and distributing mail, preparing accounts payable invoices with work orders and receiving tickets. You will stamp and code invoices for P.M. to approve.
• Scheduling meetings for Board Approval processes.
• Keeping packages updated with new memos and policies as required.
• Preparing resident information packages that require Board approval (e.g., Architectural Modification).
• Coordinating the receipt of closing statements or warranty deeds to file and send to corporate A/R to update names and addresses for maintenance coupons.
• Maintaining an inventory of common area keys, transmitters, and key fobs for residents and reordering as needed following established procedures.
• Adhering to safety procedures and maintaining a safe work environment.
• Demonstrating excellent customer service, communication, and time management skills.
• Proofreading the monthly newsletter and assisting with weekly communications.
• Maintaining daily logs, records, and forms.
• Monitoring and controlling access to the building.
• Greeting and directing residents, guests, and invitees.



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