Administration Clerk

FirstService Residential; Haines City (FL); On-site; USD 2,066,000 - 2,480,000; Full time

Benefits offered by this job

Free access to gym

Swimming pools

Job summary

FirstService Residential is seeking an Administration Clerk to provide exceptional customer service to residents in Florida. You will support front desk coverage, handle estoppel documents from start to finish, respond to inquiries by phone and email, and manage mail and other administrative duties.

Responsibilities include processing payments, researching deeds, and assisting with office operations to ensure accurate and timely processing for residents and property management staff.

Qualifications

• Proficient with MS Word and Excel for document drafting and data entry.
• Experience in administrative roles and office support.
• Strong interpersonal and communication abilities with residents and staff.
• Ability to think critically, solve problems and manage tasks independently.

Responsibilities

• Prepare and execute estoppel documents and process related payments.
• Process refunds and daily transaction reports.
• Provide customer service to residents and assist with front desk coverage daily.
• Provide accounting assistance to residents with account questions.
• Upload estoppel documents into Connect and maintain notes for estoppel records.
• Research county deeds and titles to ensure accurate estoppel information.
• Assist Office Manager with opening mail, logging checks, and distributing mail.
• Answer resident inquiries by phone or email.
• Process new ownership information and deeds.
• Perform other duties as assigned.

Skills

Microsoft Word

Excel

Mass email

Database management

Interpersonal skills

Office management

Communication skills

Self-starter

Multi-tasking

Critical thinking

Tools

Connect program

Job description

Description

Job Overview

As an Administration Clerk, you will provide excellence in customer service to all residents and assist with front desk coverage. Will see through the process from start to finish on estoppel documents. Respond to inquiries by phone, and/or emails. Handle mail and other Administration duties.

Your Responsibilities

• Prepare and execute estoppel documents along with process payments for the requests.
• Process refunds and daily reports of transactions.
• Provide customer service to all residents and assist with front desk coverage on a daily basis as needed.
• Provide accounting assistance when needed to residents who inquire and have questions about their account.
• Upload all estoppel documents into Connect program and ensure to make all necessary notes in reference to the estoppel that have been issued for property.
• Research County records for deeds, Certificate of Title when necessary to ensure proper information is on file for the estoppel and account.
• Provide assistance when it’s needed to the Office Manager with the help of opening and distributing incoming mail to all departments and logging any necessary checks into the check log.
• Answer resident inquiries by phone and/or emails
• Process new ownership information and deeds.
• Other duties as assigned.

Skills & Qualifications

• Solid computer skills (Microsoft Word, Excel, mass email, database management, etc.).
• Administrative background.
• Outstanding interpersonal, office management and communication skills, as well as a self-starter and multi-tasker.
• Critical thinking, complex problem solving, judgment and decision making.
• Exercise all duties and tasks in a cheerful and friendly manner as well as be a team player, together with office staff and residents to achieve all events successfully.
• Ability to work independently and be self-driven, with ability to identify, plan and prioritize business opportunities.
• Ability to maintain positivity and diplomacy in a fast-paced environment.
• Excellent organization, motivation and interpersonal skills.
• Excellent customer service skills
• Ability to communicate and provide guidance.

Physical Requirements

• Ability to work under usual office conditions.
• Ability to work atapers onalcomputeras well as phone for extended periods.
• Mustbe abletostand,sit,walkand occasionallycli m b.
• Th e i ncu m ben t m us t b e o n ca l a t a l l ti m e s an d ab l e t o w o r k ex t e n d a n d f l ex i b l e hou r an w e e k end as needed.
• Physicalde mandsi nclud e ability to lift up to 30 lbs.

Additional Information

• Schedule: Monday-Friday 8:00am – 5:00pm
• Property specific perks (free access to gym, swimming pools)

What We Offer

As a full-time associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and Vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation

$16.00

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. 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.

Automated Employment Decision Tool (AEDT) Usage

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics. Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on the unique needs of each role within our company. Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel [e-mail]. Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.