Administrative Assistant

FirstService Residential; Florida; On-site; USD 30,000 - 33,000; Full time

Job summary

FirstService Residential is seeking an Administrative Assistant to provide broad staff support for property management operations and association services. You will handle reporting, records, and communications, ensuring accurate data and timely responses.

The role requires an associates degree related to business, 3–5+ years of admin experience, and strong MS Windows skills. Expect Monday–Friday hours, with hourly compensation of $22–$24, plus benefits.

Qualifications

• Associate degree with concentration in business or equivalent experience.
• 3–5+ years of related work experience.
• Strong administrative background and office management skills.
• Solid customer service knowledge and practices.
• Excellent interpersonal and communication abilities.
• Self-starter with clear telephone communication skills.

Responsibilities

• Coordinate collection and preparation of operating reports.
• Answer phone calls and route messages courteously and timely.
• Prepare management and committee reports and notices for review.
• Update resident information in the database monthly.
• Maintain insurance records for vendors and unit owners.
• Order supplies and follow purchasing procedures.
• Process accounts payable invoices with work orders and receiving tickets.
• Schedule Board meeting approvals and related actions.
• Update memos and policies for residents as required.
• Prepare resident information packages for Board approval.

Skills

Administrative background

Customer service

Interpersonal skills

Communication skills

Telephone skills

Computer literacy

Education

Associate degree in business

Tools

Microsoft Windows

Job description

Description

Job Overview:

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

Your Responsibilities:

• Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations and new hires.
• Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
• Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
• Maintains, updates and coordinates resident information in computer database at a minimum on a monthly basis. Generates and provides this information to the Property Manager, Board of Directors and valet desk.
• Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
• Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
• Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
• Sets up meetings for Board Approval process.
• Keeps packages updated with new memos and policies as required.
• Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
• Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
• Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.
• Follows safety procedures and maintains a safe work environment.
• Other duties as required.

Skills & Qualifications:

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.

• Three (3) to Five (5) plus years of related work experience.
• Computer literacy: Intermediate proficiency in Microsoft Windows software.
• Must possess strong administrative background.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.

Physical Requirements:

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

Supervisory Responsibilities

• No supervisory responsibilities

Additional Information

• Schedule: Monday-Friday 8:00am – 5:00pm

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: $22.00 - $24.00 per hour

Disclaimer Statement

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.