Administrative Assistant (Bilingual)

FirstService Residential; Kendall (FL); On-site; USD 57,859,000 - 66,125,000; Full time

Benefits offered by this job

Health insurance

401k with company match

Paid holidays

Dental and vision plans

Job summary

FirstService Residential in Kendall, FL is seeking an Administrative Assistant to provide a broad range of administrative and staff support for property management operations. You will handle payroll-related tasks, budget prep, records, and reports, with occasional duties across personnel changes and emergency service functions.

The role requires strong office management and customer service skills, a solid administrative background, and the ability to work with management, residents, and

Qualifications

• Associates degree in business or related field, or equivalent combination of education and experience.
• 3–5+ years of related work experience.
• Computer literacy: Intermediate proficiency in Microsoft Windows software.
• Strong administrative background.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service skills.

Responsibilities

• Coordinate collection and preparation of operating reports and management reports.
• Ensure proper telephone etiquette and courteous, timely message handling.
• Submit board meeting notices and managerial reports for review and approval.
• Maintain resident information in the database and provide it to PMs, Board and valet desk.
• Maintain insurance records and certificates for vendors and owners.
• Request and procure office supplies and equipment per procedures.
• Process accounts payable invoices with work orders and receiving tickets; code for PM approval.

Skills

Administrative experience

Customer service

Communication

Telephone skills

Office management

Interpersonal skills

Windows proficiency

Education

Associate degree in business or related field

3–5+ years of related administrative experience

Tools

Microsoft Windows

Job description

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 8:30am - 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: $21.00 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.

Automated Employment Decision Tool (AEDT) Usage

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations

Candidates who require an alternative selection process or a "reasonable accommodation," as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.