Administrative Assistant

3 weeks ago

Naples, United States HOATalent Full time

Newell Property Management stands as a beacon of excellence in property management, driven by a dynamic and forward-thinking team. Our core mission is to continuously improve, underpinned by values of teamwork, personal and professional growth, and a relentless drive for improvement. We seek candidates, particularly for our Director Service Manager roles, who embody a blend of drive, accountability, and resilience under pressure. Ideal candidates are those eager for growth and development, receptive to feedback and learning - the 'blank slates' who are ready to be shaped into industry leaders.

Our work culture at Newell Property Management is rooted in collaboration and innovation. We foster this environment through our Team Lounge, engaging after-hours activities, and a commitment to continuous education and experimentation with new ideas. This approach not only enhances professional relationships but also strengthens personal bonds among team members through various team-building and non-work activities. Our commitment to career development is evident through regular employee feedback, one-on-one check-ins, group meetings, and specialized training. We offer pathways for career advancement, including roles like portfolio managers and opportunities in accounting, supported by professional development programs and continuous learning options.

At Newell Property Management, we take pride in our community and charitable involvement, encouraging team members to participate in community theater and events that give back to society. Our approach to diversity and inclusion celebrates the unique backgrounds of our team members, fostering an inclusive environment. Unique perks like weekly in-office meals, a well-equipped lounge, and work-life balance initiatives including flexible work arrangements and 3 weeks of PTO, set us apart. By joining Newell Property Management, you're not just stepping into a job; you're joining a journey to become a part of a company that's shaping the future of property management, valuing each member's development and contribution.

Position Summary: The A/R & Sales Administrator plays a crucial role in managing the day-to-day accounts receivable functions and supporting the sales team. This position involves invoicing, payment processing, account reconciliation, and providing administrative support to the sales department. The ideal candidate is proficient in financial software, has excellent communication skills, and can work effectively in a team-oriented environment.

Key Responsibilities:

  • Accounts Receivable Management:
    • Process and monitor incoming payments, and secure revenue by verifying and posting receipts.
    • Prepare and issue invoices to clients, ensuring accuracy and compliance with contracts.
    • Maintain up-to-date billing system and conduct account reconciliation periodically.
    • Follow up on, collect, and allocate payments, handling late payments in accordance with company policies.
    • Generate financial statements and reports detailing accounts receivable status.
  • Sales Support:
    • Assist the sales team with administrative tasks, contract management, and client communication.
    • Coordinate and schedule sales meetings and presentations, maintaining calendars and correspondence.
    • Prepare sales-related documents, such as proposals, contracts, and presentation materials.
    • Support the sales process by managing data in the CRM system, ensuring all information is current and accurate.
  • General Administration:
    • Collaborate with other departments to ensure smooth operation and excellent customer service.
    • Respond to client inquiries regarding billing and payments.
    • Contribute to team efforts by accomplishing related tasks as needed.

Qualifications:

  • Proven experience in accounts receivable and sales administration, preferably in an HOA property management context.
  • Strong understanding of basic accounting principles and sales processes.
  • Proficiency in MS Office and financial software applications (e.g., QuickBooks).
  • Excellent organizational, time-management, and communication skills.
  • Ability to handle sensitive information with integrity and confidentiality.
  • High school diploma required; Bachelor's degree in Finance, Accounting, Business Administration, or related field preferred.

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