Admin Assistant

Resource Property Management; Town of Florida (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Resource Property Management is seeking a senior administrative assistant to support management and the Board of Directors. The role involves handling calls, scheduling, coordinating communications, and assisting with special projects across multiple offices.

The ideal candidate has 3+ years of senior admin experience, strong Excel skills, and the ability to manage calendars, respond promptly to emails, and maintain confidentiality in a fast-paced environment.

Qualifications

• HS diploma or GED required; Florida CAM license a plus.
• 3+ years of senior administrative assistant experience.
• Experience in banking/financial ops is a plus.

Responsibilities

• Screen calls and assist callers when possible.
• Schedule appointments and maintain calendars.
• Provide administrative support to management and the Board of Directors, including coordination of communications, projects, and deliverables.
• Assist, route, and escalate calls from owners, board members, contractors, and prospective clients to ensure timely resolution and customer satisfaction.
• Respond to voicemails and emails within 24 hours.
• Report emergencies to the manager immediately.
• Assist with special projects or research as needed.
• Communicate status updates on prospective clients and renegotiated management agreements for existing clients.
• Prepare marketing correspondence, management agreements, letters, and proposals for prospective clients.
• Track, monitor, and maintain records on all legal matters.
• Track annual requirements such as pool permits, elevator certificates, 55+ compliance, and annual/budget meeting notices.
• Prepare meeting materials and supplies for presentations and set up conference rooms as needed.
• Monitor managers’ voicemail and assist with out-of-office communications when needed.
• Inform Manager of building maintenance issues and coordinate service requests with vendors as directed.
• Contact vendors for services and supplies; troubleshoot office equipment and arrange service when necessary.
• Monitor and replenish office supplies and conference room needs; track monthly office charges for proper client billing.
• Process sales and lease applications in a timely manner.
• Audit check requests and Board meeting minutes companywide to ensure consistency and accuracy.
• Occasional travel between offices.
• Maintain concierge desk, making sure it is well stocked and clean.
• Approve time keeping for front desk staff.

Skills

Communication

Problem-solving

Leadership

Attention to detail

Confidentiality

Multitasking

Education

HS diploma or GED

Florida CAM license (a plus)

Florida driver’s license

Tools

Microsoft Office

Excel

Job description

Minimum Qualifications

Education: High school diploma (HS) or general education degree (GED), Florida Cam License (a plus) and a Valid Florida Driver’s license required.

Experience: 3+ years of senior level administrative assistant experience.

• Experience in banking and financial operations, including handling bank statements, loan processing, tax payments, CD management, and compliance with banking regulations is a plus

Core Values:

Adherence to the core values of honesty, integrity, respect, and courtesy are the cornerstones by which our company functions. We value our employees and seek to provide a healthy work-life balance to help ensure that we provides professional, efficient management services to our clients.

• Screen all calls and assist callers when possible
• Schedule appointments and maintain calendars
• Provide comprehensive administrative support to management and the Board of Directors, including coordination of communications, projects, and deliverables
• Assist, route, and escalates calls from owners, board members, contractors, and prospective clients to ensure timely resolution and customer satisfaction
• Respond to voicemail messages and emails within 24 hours
• Report emergencies to the manager immediately
• Assist with special projects or research as needed
• Communicate status updates on prospective clients and renegotiated management agreements for existing clients
• Prepare marketing correspondence, management agreements, letters, and proposals for prospective clients
• Track, monitor, and maintain records on all legal matters
• Track annual requirements such as pool permits, elevator certificates, 55+ compliance, and annual/budget meeting notices
• Prepare meeting materials and supplies for presentations and set up conference rooms as needed
• Monitor managers’ voicemail and assist with out-of-office communications when needed
• Inform Manager of building maintenance issues and coordinate service requests with vendors as directed
• Contact vendors for services and supplies; troubleshoot office equipment and arrange service when necessary
• Monitor and replenish office supplies,and conference room needs; track monthly office charges for proper client billing
• Process sales and lease applications in a timely manner
• Audit check requests and Board meeting minutes companywide to ensure consistency and accuracy
• Occasional travel betweenoffices
• Maintain concierge desk, making sure it is well stocked and clean.
• approve time keeping for front desk staff.

Competencies

• Strong communication and interpersonal skills
• Effective problem-solving and decision-making abilities
• Excellent leadership and team management skills
• Attention to detail and accuracy
• Conflict resolution and negotiation skills
• Computer proficiency, including Microsoft office, strong knowledge of Excel
• Always maintain confidentiality regarding executive team.
• Ability to multitask and prioritize tasks effectively
• Ability to adapt to changing company trends and practices
• Ability to build & maintain positive relationships with co-workers and clients
• Ability to think strategically and contribute to overall organizational goals

Working Conditions, Physical and Other Requirements

• Ability to safely & successfully perform the essential job functions consistent with procedures, handbooks, training, and safety manuals
• Ability to maintain regular, punctual attendance consistent with policies
• Must be able to lift and carry up to 20 pounds
• Must be able to speak clearly and hear
• Frequently required to stand, walk, sit, reach with hands/arms and type correspondence
• Occasionally required to stoop, crouch, or kneel