Administrative Assistant

2 weeks ago

Vero Beach, FL, United States FirstService Residential Full time

Description

Job Overview:

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

Your Responsibilities:

  • Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations and new hires.
  • Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
  • Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
  • Maintains, updates and coordinates resident information in computer database at a minimum on a monthly basis. Generates and provides this information to the Property Manager, Board of Directors and valet desk.  
  • Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
  • Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
  • Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
  • Sets up meetings for Board Approval process.
  • Keeps packages updated with new memos and policies as required.
  • Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
  • Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
  • Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures.  Maintains log for sales and cash purchases as needed.
  • Follows safety procedures and maintains a safe work environment.
  • Other duties as required.

Skills & Qualifications:

  • Associates degree with concentration in business preferred, or equivalent combination of education and experience.
  • Three (3) to Five (5) plus years of related work experience.
  • Computer literacy:  Intermediate proficiency in Microsoft Windows software. 
  • Must possess strong administrative background. 
  • Strong working knowledge of customer service principles and practices.
  • Excellent interpersonal, office management and communications skills.
  • Self-starter with excellent communication, interpersonal and customer service and telephone skills.

Physical Requirements:

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

Supervisory Responsibilities

  • No supervisory responsibilities

Additional Information

  • Schedule: Monday-Friday 8:00am – 1:00pm

Compensation: $19.00 to $20.00 per hour

Disclaimer Statement

This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

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