Administrative Assistant

FirstService Residential; Clearwater (FL); On-site; USD 28,929 - 31,684; Full time

Benefits offered by this job

Comprehensive medical plans

Dental and vision benefits

Paid time off

401(k) with company match

Job summary

A property management company in Clearwater, Florida is seeking an experienced Administrative Assistant. You will provide a range of administrative and staff support services, including assisting with payroll, budget preparation, and managing records. The ideal candidate will possess excellent customer service skills and a strong administrative background. Full-time hours from Monday through Friday with competitive hourly compensation in a supportive work environment.

Qualifications

• Three to five years of related work experience.
• Strong administrative background.
• Bilingual candidates preferred.

Responsibilities

• Coordinate collection and preparation of operating reports.
• Ensure telephone is answered properly.
• Maintain and update resident information.

Skills

Customer service principles

Interpersonal skills

Microsoft Windows software

Office management

Communication skills

Education

Associate’s degree in business

Job description

Administrative Assistant – FirstService Residential

Pay Range

$21.00/hr - $23.00/hr

Job Overview

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. This includes office work related to property management and the general business operations of the association, assisting with employee payroll, budget preparation, record control and reporting regarding operations and personnel changes, and emergency service duties.

Responsibilities

• Coordinate collection and preparation of operating reports such as time-and-attendance records, terminations, and new hires.
• Ensure that the telephone is answered properly and messages are handled courteously, accurately and timely.
• Initiate preparation of Management Reports, committee reports, and meeting notices, and submit them for Manager’s review and approval.
• Maintain, update, and coordinate resident information in the computer database on a monthly basis; provide this information to the Property Manager, Board of Directors, and valet desk.
• Track insurance certificate requests and maintain insurance record books for vendors and unit owners.
• Maintain the supply closet and request all office supplies and equipment following established purchasing procedures.
• Open and distribute mail, prepare accounts payable invoices with work orders and receiving tickets; stamp and code invoices for PM to code and approve.
• Set up meetings for Board Approval process.
• Keep packages updated with new memos and policies as required.
• Prepare resident information packages requiring Board approval (e.g., Architectural Modification).
• Coordinate receipt of closing statements or warranty deeds to file and send to corporate A/R to change name and address for maintenance coupons.
• Maintain inventory of common area keys, transmitters, and key fobs for residents and reorder as needed.
• Follow safety procedures and maintain a safe work environment.
• Demonstrate excellent customer service, communication, and time management skills.
• Proofread the monthly newsletter and assist with weekly communication.
• Maintain daily log, records, and forms.
• Monitor and control access to the building.
• Greets and directs residents, guests, and invitees.

Skills & Qualifications

• Associate’s degree with a concentration in business preferred, or equivalent education and experience.
• Three to five years of related work experience.
• Intermediate proficiency with Microsoft Windows software.
• Strong administrative background.
• Strong knowledge of customer service principles and practices.
• Excellent interpersonal, office management, and communications skills.
• Self‑starter with strong communication, interpersonal, and customer service skills; telephone skills.
• Bilingual candidates preferred.

Physical Requirements

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

Schedule

Monday through Friday, 8:00 am to 5:00 pm

What We Offer

As a full‑time non‑exempt associate, you will be eligible for comprehensive benefits, including multiple medical plans, dental and vision, paid time off, holidays, and a 401(k) with a company match. Occasional travel may be required for training and other company functions.

Compensation

$21.00 – $23.00 per hour

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.

Seniority level

Mid‑Senior level

Employment type

Full‑time

Job function

Administrative