Administrative Assistant

Resource Property Management, Inc.; Largo (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

Resource Property Management, Inc. seeks an organized administrative assistant to support board members and owners/residents, ensuring courteous, timely service and efficient operations across RPM systems.

Responsibilities include handling calls and emails within 24 hours, processing documents in Vantaca and Homewise, and coordinating reports and packets for board meetings with accuracy and promptness.

Qualifications

• Excellent customer service to board members, owners/residents.
• Ability to manage multiple tasks and deadlines.
• Proficient in handling inquiries and routing to appropriate RPM teams.

Responsibilities

• Provide excellent customer service to board members, owners/residents courteously, timely and efficiently.
• Return all calls and emails within 24 hours.
• Resolve problems within the bounds of your authority to ensure customer satisfaction or function as “gatekeeper” and route call to appropriate party at RPM.
• Report emergencies to Association Manager or RPM Executive Team Member immediately.
• Check phone messages and promptly return calls.
• Utilize Vantaca for management of the community.
• Upload documents to Vantaca and Homewise in a timely manner.
• Process sales and lease applications, etc.
• Track annual report filings, elevator certs, pool permits, etc.
• Special projects or other duties that may arise from time to time.

Skills

Communication Skills

Business Acumen

Customer/Client focus

Decision Making Skills

Results Driven Management

Conflict Resolution

Job description

Core Values

• Adhere to the core values of Resource Property Management: Honesty, integrity, respect, and courtesy are the cornerstones by which our company functions. We value all clients and strive to provide professional and efficient management services.

Competencies

• Communication Skills

• Business Acumen

• Customer/Client focus

• Decision Making Skills

• Results Driven Management

• Conflict Resolution

Core Duties, Responsibilities and Essential Functions

• Provide excellent customer service to board members, owners/residents courteously, timely and efficiently.

• Return all calls and emails within 24 hours.

• Resolve problems within the bounds of your authority to ensure customer satisfaction or function as “gatekeeper” and route call to appropriate party at RPM.

• Report emergencies to Association Manager or RPM Executive Team Member immediately.

• Check phone messages and promptly return calls. When out of office, Ensure Mgr. sets email autoresponder.

• Utilize Vantaca for management of the community. Includes updating After Hours to record changes, processing Violation letters, logs, and other correspondence in a timely manner, generally within 48 hours.

• Upload documents to Vantaca (meeting minutes, etc.) and Homewise in a timely manner.

• Scan/email all invoices (in black & white) to the A/P department on/by 1st day of the check run.

• Assist Manager with timely preparation of board and meeting packets.

• Mail, email or upload monthly financial reports to the board within 24 hours of receipt.

• Track annual report filings, elevator certs, pool permits, etc.

• Process sales and lease applications, etc.

• Process Associations mail-outs.

• File association records and purge files annually. Records may NOT be destroyed without board approval.

• Prepare and update a Hurricane/Emergency Preparedness manual annually.

• Contact vendors as needed to make necessary repairs as per manager’s direction.

• Order supplies as directed.

• Inspect property, if necessary, in the absence of Manger or maintenance staff.

• Report payroll to RPM HR Department timely 2x per month as scheduled.

• Keep manager informed of all issues.

• Post meeting notices.

• Special projects or other duties that may arise from time to time.
  

Working conditions and Physical requirements

• Must be able to work under pressure, meet deadlines, while providing exemplary customer service.

• Ability to perform the essential job functions safely and successfully with RPM’s internal procedures and policies as well as all related employee handbooks and training/safety manuals.

• Maintain regular, punctual attendance consistent with RPM policies & practices.

• Lift and carry up to 20 pounds

• Must be able to talk, listen, and speak clearly on telephone.