Administrative Assistant

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We are committed to invest in our people to develop a happy and prosperous future. We support you every step of the way in your career journey and offer benefits and unique learning and development opportunities that include:

Competitive Wages • Medical, Dental, Vision Insurance • Life Insurance • 401K Program • Paid Holidays and Vacation • Outstanding Recognition and Awards Program • Effective Training Programs • Tuition Reimbursement • Complimentary Parking and Meals in Dedicated Employee Restaurant • Preferred Pricing on Food and Beverage, Spa Treatments and Retail Purchases • Management Programs to Progress on Your Career Journey • Health and Wellness Fairs

** JOB OVERVIEW:**

Assist Condominium Manager in overseeing various aspects of the day-to-day operations of the Condominium Association. Provide clerical administrative support for the Condominium Manager, including, typing, computer input, filing, answering telephones, printing reports, payroll, maintaining manager files and departmental records/logs.

REPORTS TO: Condominium Manager.

SUPERVISES:

WORK ENVIRONMENT:

Executive offices.

Job involves working:

• under variable temperature conditions (or extreme heat or cold).
• under variable noise levels.
• outdoors/indoors.
• around fumes and/or odor hazards.
• around dust and/or mite hazards.
• around chemicals.
• access all functions of a computer and demonstrate excellent computer skills.
• perform job functions with attention to detail, speed and accuracy.
• prioritize and organize, and perform multiple tasks.
• cope in stressful situations
• be a clear thinker, remaining calm and resolving problems using good judgment.
• follow directions thoroughly.
• understand resident and guest’s service needs.
• work cohesively with co-workers as part of a team.
• work with minimal supervision.
• maintain confidentiality of resident and guest information and pertinent hotel data.

KEY RELATIONSHIPS:

Internal: Condominium Manager, Residents, the Owners, Managing Director, Executive Committee Members, all Department Managers, Assistants, and employees.

External: Residents guest/visitors, Resort guests/visitors, civic organizations, media, vendors, contractors, trade associations, moving companies, corporate office personnel.

Essential:

• High school graduate.
• 5 years administrative experience.
• Condominium Background.
• Compute accurate mathematical calculations.
• Fluency in English and strong written, verbal, and non-verbal communication. l
• Ability to:

Desirable:

• College degree.
• Certification of previous training in computers.
• Experience with computers
• Fluency in a foreign language, preferably Spanish.
• Previous resident and guest relations training.
• Previous experience in housing industry.
• Familiarity with preparing statistical reports.

Essential:

1. 1. Exert physical effort in transporting 30 pounds.
2. 2. Endure various physical movements throughout the work areas.
3. 3. Reach 12 inches.
4. 4. Remain in stationary position for 8 hours throughout work shift.
5. 5. Satisfactorily communicate with residents, guests, management, vendors, contractors, and co-workers to their understanding.

ESSENTIAL JOB FUNCTIONS

• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.

• Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended.

• Anticipate residents and guests’ needs, respond promptly and acknowledge all residents and guests, however busy and whatever time of day.

• Maintain positive resident and guest relations at all times.

• Assist with resolution of resident and guest complaints, ensuring follow through and satisfaction.

• Monitor and maintain cleanliness, sanitation and organization of assigned work areas.

• Access all functions of computer.

• Set up work station with necessary supplies and resource materials.

• Complete supply requisitions and submit to Condominium Manager; stock office supplies upon receipt.

• Answer telephone.

• Record messages.

• Make telephone calls to specified individuals as requested by the Condominium Manager.

• Greet all individuals arriving at Condominium offices and assist with their needs.

• Document and maintain appointment calendar for Condominium Manager.

• Arrange meeting room requirements as requested by the Condominium Manager.

• Establish and maintain filing procedures.

• Prepare the daily reader board with information on move- ins, move-outs, deliveries,

• Maintain a confidential and current telephone and address roster of all residents.

• Retrieve and distribute departmental mail.

• Process requests for overnight mail and other delivery/messenger services.

• Prepare and send faxes; receive and distribute faxes to appropriate personnel.

• Make photocopies.

• Type correspondence, memos and reports.

• Attend all designated meetings..

• Document all resident and guest requests/grievances and communicate such to respective personnel for proper handling. Follow up on guest satisfaction.

• Forward all resident comment cards to the Condominium Manager; prepare response letters. Follow up where required.

• Coordinate and process invitations to Condominium Manager's welcome orientation.

• Greet owners and/or renters and help them with any questions they have in reference to the building and surrounding properties.

• Issue new resident keys and owners Manual explaining its contents.

• Maintain a current inventory of all unit keys issues to resident trade workers, authorized personnel, and building employees.

• Coordinate with the Receiving and Safety Department for all resident deliveries, pick-ups, and move-in and move-out dates.

• Maintain and update confidential information pertaining to unit files.

• Maintain all accounting records and correspondence as directed.

• Coordinate with Condominium Manager any notices, letters, memos or bulletins that need to be sent out and/or posted.

• Work closely with vendors and contractors.

• Prepare and distribute Condominium Manager's requests for complimentary room reservations.

• Complete and distribute amenity request forms; follow up on any changes.

• Maintain a current manual on all departmental forms and form letters with instructions.

• Coordinate service repairs for office equipment, ensuring minimal costs.

• Prepare work orders for maintenance repairs and distribute to Engineering. Monitor completion of work orders submitted.

• Invoice residents for work performed that is not the developer’s responsibility.

• Ensure that all invoices are checked for accuracy and are paid in a timely manner

• Issue purchase order requisitions for all purchases and get approval of same

• Issue Assessment Payment coupons as needed.

• Verify and check accuracy of payments received.

• Prepare delinquency letters and monitor all past due accounts closely.

• Prepare Accounts Receivable Aging Reports.

• Prepare deposits for all the various accounts.

• Coordinate travel arrangements, hotel reservations and car rentals as required for the Condominium Manager's business travel needs.

• Coordinate floral and other vendor amenity requests with authorized suppliers.

• Maintain confidentiality and security of specified resident/ resort information, correspondence, reports and files.

• Document pertinent information in departmental log book.