Administrative Assistant

FirstService Residential; Tampa (FL); On-site; USD 30,000 - 36,000; Full time

Benefits offered by this job

Medical plans

Dental plans

Vision plans

401k with company match

Paid holidays

Job summary

FirstService Residential is seeking an Administrative Assistant to provide a wide range of administrative and staff support for property management operations. You will assist with payroll, budget preparation, records control, and reports for the association, with duties including vendor records and board communications.

The role emphasizes strong organizational and customer service skills, with a Monday–Friday schedule and comprehensive benefits for a full-time position.

Qualifications

• Associates degree or equivalent combination of education and experience.
• 3–5+ years of related work experience preferred.
• Proficiency with Microsoft Windows software and basic office applications.
• Strong administrative and communication skills.

Responsibilities

• Coordinates collection and preparation of operating reports such as time-and-attendance records and new hires.
• Ensures telephone coverage is answered properly and messages are handled promptly.
• Prepares Management Reports and committee notices for review and approval.
• Maintains and updates resident information in the database monthly for access by PMs, Board, and valet desk.
• Tracks insurance certificate requests and maintains records for vendors and unit owners.
• Manages office supplies and assists with purchasing procedures.
• Processes accounts payable invoices and codes them for PM approval.
• Sets up Board approval meetings and distributes related materials.

Skills

Administrative experience

Customer service

Office management

Microsoft Windows

Education

Associate degree in business administration

Job description

Description

Job Overview

As a n Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. P erforms 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.
• 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 9:00am – 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

$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.

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Alternative Selection Process or Reasonable Accommodations

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