Administrative Assistant

15 hours ago


Miami, United States Robert Half Full time
Job DescriptionJob DescriptionWe are offering a contract for a permanent position as an Administrative Assistant in Aventura, Florida. The function of this role is to support our team in a condominium setting, assisting in administrative, financial, and operational tasks.

Responsibilities:

• Handle and route incoming calls via a multi-line phone system while delivering messages to the team.

• Distribute incoming mail across the office.

• Assist the Building Manager with assigned tasks, including administrative work and mailings.

• Review and process invoices, ensuring all necessary documentation is present and approved.

• Monitor and maintain staff schedules and timesheets for payroll.

• Implement and manage a record filing system to enhance document organization.

• Record and maintain activity logs and incident reports for the Community Association Manager’s review.

• Assist in the creation of reports for monthly board packages and attend board meetings to take minutes.

• Reconcile vendor accounts and invoices.

• Coordinate with the maintenance team to manage the work order system.

• Prepare rental and purchase packages as needed.

• Address and resolve complaints or issues and report them to the Building Manager.

• Manage office supplies, restocking as necessary, and place orders to maintain adequate stock levels.

• Undertake any other duties as assigned by the Building Manager.• Ability to efficiently manage an answering multi-line phone system
• Proficient in Microsoft Excel, including the use of formulas, pivot tables, and data visualization tools
• Experience in property management, including tenant relations, lease coordination, and building maintenance tasks

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