Administrative Assistant

FirstService Residential; Hobe Sound (FL); On-site; USD 34,440 - 37,195; Full time

Job summary

A property management company is seeking an experienced Administrative Assistant for its operations in Hobe Sound, FL. Responsibilities include providing comprehensive administrative support, managing resident information, and facilitating office operations. The ideal candidate should have an Associate's degree or equivalent experience and 3-5 years in an administrative role. Proficiency in Microsoft Windows and strong communication skills are essential. This full-time role offers a schedule of Monday to Friday, 8am - 4:30pm.

Qualifications

• 3 to 5 years of related work experience in administrative roles.
• Must possess strong interpersonal and communication skills.

Responsibilities

• Provide a wide variety of administrative and staff support services.
• Maintain, update, and coordinate resident information in the database.
• Prepare accounts payable invoices with work orders and receiving tickets.

Skills

Intermediate proficiency in Microsoft Windows software

Strong administrative background

Customer service principles

Excellent communication skills

Education

Associates degree in business or equivalent experience

Job description

Join to apply for the Administrative Assistant role at FirstService Residential

Location: Jupiter, FL (33477)

Pay Range: $25-27/hr

Schedule: Monday to Friday 8am - 4:30pm

Job Responsibilities

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.

• 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 monthly. 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.

Supervisory Responsibilities

N/A

Education & Experience

• 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.

Knowledge, Skills & Proficiencies

• 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 & Working Environment

• Physical demands include the 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.
• Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
• Driving when necessary.

Disclaimer

The above information on 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