Administrative Assistant

FirstService Residential; West Palm Beach (FL); On-site; USD 27,552 - 31,684; Full time

Benefits offered by this job

Comprehensive medical plans

Dental and vision benefits

401k with company match

Paid time off and holidays

Job summary

A property management company in West Palm Beach, Florida, is seeking an experienced Administrative Assistant to provide wide-ranging administrative support. The ideal candidate will possess a strong administrative background, excellent communication, and customer service skills. Responsibilities include coordinating reports, handling office supplies, and maintaining resident databases. This full-time role offers comprehensive benefits including medical, dental, and paid time off. Applicants should have an Associates degree and three to five years of related experience.

Qualifications

• Associates degree with concentration in business preferred.
• Three to five years of related work experience.
• Strong administrative background with excellent interpersonal skills.

Responsibilities

• Coordinate collection and preparation of operating reports.
• Ensure telephone is answered properly and messages are handled timely.
• Initiate preparation of Management Reports and committee reports.
• Maintain resident information in computer database.
• Request office supplies and equipment following purchasing procedures.

Skills

Microsoft Windows software proficiency

Customer service principles knowledge

Interpersonal skills

Office management skills

Administrative background

Education

Associates degree in business

Job description

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FirstService Residential provided pay range

This range is provided by FirstService Residential. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$20.00/hr - $23.00/hr

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.
• 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.

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.

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative