Administrative Assistant

FirstService Residential; Tampa (FL); On-site; USD 52,000 - 65,000; Full time

Job summary

A leading company in property management seeks an Administrative Assistant to manage vital office tasks and support staff effectively. This full-time role involves coordinating reports, ensuring customer satisfaction, and maintaining records while offering full benefits and competitive pay based on experience. The ideal candidate will excel in communication and office management, contributing to a smooth operational environment.

Benefits

Comprehensive medical plans

Paid holidays

401k with company match

Time off benefits

Qualifications

• Associates degree preferred, or equivalent experience.
• 3 to 5 years of related work experience required.
• Intermediate proficiency in Microsoft Windows software.

Responsibilities

• Coordinate collection of operating reports and ensure proper telephone handling.
• Manage inventory of keys and maintain supply closet.
• Prepare Management Reports and meeting notices.

Skills

Communication

Customer Service

Office Management

Education

Associates degree with concentration in business preferred

Tools

Microsoft Windows

Job description

Join to apply for the Administrative Assistant role at FirstService Residential

Join to apply for the Administrative Assistant role at FirstService Residential

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 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.
• Follows safety procedures and maintains a safe work environment.
• Demonstrates excellent customer service, communication, and time management skills.
• Proofreads the monthly newsletter, assists with weekly communication.
• Maintains daily log, records, and forms.
• Monitors and controls access to the building.
• Greets and directs residents, guests, and invitees.

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.
• Bilingual candidates preferred.

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

Schedule: Monday through Friday, 8:30am to 5:00pm What We Offer: As a full-time non-exempt 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:$25.00 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

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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